EXHIBIT “A”, SCOPE OF SERVICES - · PDF fileRFP-DOT-15/16-6149SD-REBID Exhibit A...

RFP-DOT-15/16-6149SD-REBID Exhibit A Scope of Services of 74

State of Florida Department of Transportation

EXHIBIT “A”, SCOPE OF SERVICES

RFP-DOT-15/16-6149SD-REBID

DISTRICT INTELLIGENT TRANSPORTATION SYSTEMS (ITS) OPERATIONS SUPPORT SERVICES CONTRACT

FINANCIAL PROJECT NUMBER: 250115-5-32-01, 415456-7-82-01, 434665-1-82-01, 435506-1-82-01, 436199-1-82-01, 436200-1-82-01, & 439031-1-82-01


1.0 PURPOSE

The purpose of this procurement is to retain a qualified Consultant for the management and operations of

the Florida Department of Transportation (FDOT), District Six (D6), Intelligent Transportation Systems

(ITS). The Consultant shall be responsible for providing services such as, but not limited to monitoring

traffic conditions in Miami-Dade and Monroe Counties roadways via Closed Circuit Television cameras and

Vehicle Detection Systems, managing lane blocking and non-lane blocking incidents to include:

disseminating traveler information via Dynamic Message Signs and Florida’s 511 Advanced Traveler

Information System, dispatching Road Ranger Service Patrol, Incident Response Vehicles, and other

incident management resources to crash or incident scenes, coordinating with other agencies/entities,

monitoring and operating Express Lanes and ramp signals, monitoring and operating Adaptive Signal

Control Technology, providing Information Technology support and Traffic Operations and ITS Engineering

support services to the District. The services being sought can be categorized into ten major areas:

TMC Operations Services (Freeways)

TMC Operations Services (Arterials)

Express Lanes and Ramp Signaling Services

Incident Management Support Services

Miscellaneous TMC Support Services

ITS Public Information and Customer Service

TMC Information Technology (IT) Services

ITS Utility Locates Services

IT Data Architect Services (Traffic Operations Office and Construction Office)

Traffic Operations and ITS Engineering Services

As part of this Agreement, the Consultant shall furnish all personnel, supervision, expertise, vehicles,

equipment, materials, licenses, and incidentals necessary to provide the services described herein.

2.0 DEFINITION OF TERMS USED IN THE AGREEMENT

2.1 Agreement

All Florida Department of Transportation and Consultant Proposal documents, exhibits and

attachments specifying requirements, description and terms of services to be provided by the

Consultant, billing rates for these services and how the Consultant shall be compensated for these

services, executed by both the Consultant and the Florida Department of Transportation

2.2 Consultant

The Consultant retained by the Florida Department of Transportation to perform the Contractual

Services described in this Scope of Services, including its sub-consultants.

2.3 Department/District Six/District/FDOT

The Florida Department of Transportation, District Six Office.

2.4 Department’s Project Manager

The Department’s staff member(s), manager(s), and/or consultant(s) with overall responsibility and

authority to oversee the contractual services being provided by the Consultant for the Department

as described in this Agreement.


2.5 Consultant’s Project Manager

The Consultant’s staff member(s) or manager(s), with overall responsibility and authority to oversee

the contractual services being performed/provided by the Consultant for this Agreement.

2.6 Letter of Authorization/Task Work Order

A letter of authorization or task work order issued by the DEPARTMENT and/or the Department’s

Project Manager (or his/her designee) authorizing the CONSULTANT to commence work on a

specific task in accordance with the contractual services being performed/provided by the

CONSULTANT as described in this CONTRACT/AGREEMENT. Completion due dates and fees are

specified in the Letter of Authorization or Task Work Order.

2.7 Written Notice

Written notice is herein define as notice in writing signed and may be a facsimile of the original.

2.8 Department Observed Holidays

The following holidays are observed by the Department. If any of these holidays fall on a Saturday,

the preceding Friday is observed. If any fall on a Sunday, the following Monday is observed.

New Year’s Day

Martin Luther King Day

Memorial Day

Independence Day

Labor Day

Veteran’s Day

Thanksgiving Day and the following day

Christmas Day

2.9 Department Business Hours

Typically 8:00 A.M. through 5:00 P.M., Monday through Friday the Department conducts its routine

business. The Department’s Offices are typically closed at 5:00 P.M., on holidays and, weekends.

2.10 Maintenance of Traffic

The Consultant shall be required to provide maintenance of traffic over those portions of the

roadway where its work obstructs or creates a hazard to traffic. Includes, but is not limited to

“locates.” The Maintenance of Traffic shall be provided in accordance with Indices 600, of the latest

edition of the Department’s Design Standards.

2.11 Meetings

The Consultant shall be required to facilitate various meetings to support this contract. The Consultant

shall be responsible for coordinating all aspects of the meeting including but not limited to:

arranging and scheduling the appropriate conference room within FDOT or selected venue;

verifying arrangements for any special audio-visual (AV) needs of the presenters on the agenda

The FDOT District Six SunGuide Transportation Management Center (TMC) operates twenty-four (24) hours a day, seven days

a week, year-round.


(the Consultant shall provide an LCD projector and a laptop for each meeting if AV equipment is not

existent at the meeting venue). The Consultant shall be responsible for preparing and distributing

presentation-related handouts to attendees as appropriate.

The Consultant shall prepare a draft agenda for each meeting as per input from the Department.

The draft agenda shall be presented to the Department two weeks prior to the meeting for review

and approval. Once comments are received from the Department, the Consultant shall produce the

final agenda, ready for copying and distribution to the meeting attendees. The Consultant shall

distribute the meeting agenda to attendees via email seven calendar days prior to the meeting date.

The Consultant shall prepare meeting minutes for each meeting. The Consultant shall provide a

draft copy of the minutes to all attendees for review. The Consultant shall produce the final

minutes. The Consultant shall distribute the final meeting minutes to all attendees via email 14

calendar days after the meeting.

The Consultant shall track the status of the action items resulting from the meeting. This activity

shall include follow-up with the individual and/or entity responsible for the action item. The

Consultant shall be responsible for identifying the availability (or lack thereof) of requested

information or documents; determining status of action items; identifying the point of contact for the

information and establishing initial contact with that individual or entity. The Consultant shall be

responsible for soliciting attendance, updating contact lists, and the like. The Consultant shall be

responsible for updating and maintaining the meeting attendees contact list.

The Consultant shall bring copies of the agenda and the meeting minutes (from the preceding

meeting) to the meeting for distribution to the attendees. The Consultant shall also bring a sign-in

sheet.

3.0 OVERVIEW OF INTELLIGENT TRANSPORTATION SYSTEMS PROGRAM

The State of Florida operates a statewide program, known as SunGuide, for planning, implementing,

maintaining and operating Intelligent Transportation Systems (ITS). The Department has worked with

federal, state, and local jurisdictions, regional authorities, and multiple interested stakeholders to implement

ITS in Miami-Dade and Monroe Counties. This program comprises an array of measures that work in

tandem to smooth and optimize traffic flow, minimize the effect of traffic incidents, expedite recovery from

such incidents, and provide the traveling public with up-to-date information that helps them plan their trips

and minimize their encounters with time-consuming delays that inevitably arise on busy highways.

The Department’s SunGuide Transportation Management Center (TMC), located at 1001 NW 111 th

Avenue, Miami, Florida, serves as the twenty-four (24) hour/seven (7) days per week- regional command

and control center for the ITS Program within District Six. Presently, Miami-Dade Expressways Authority

(MDX) control room operations, and Florida Highway Patrol (FHP) Troop E dispatching are collocated at

the TMC. Currently, the primary functions of the SunGuide TMC are:

Incident Management, including Service Patrol Dispatching and Operations

Traffic Management, including Express Lanes and Ramp Signal Operations

Traveler Information Dissemination


ITS have been deployed on the following facilities:

Limited Access:

o I-95

o I-75

o I-195

o I-395 (including SR A1A/MacArthur Causeway)

o State Road (SR) 826

o Port Boulevard

Non-limited access:

o SR 5/US 1 in both Miami-Dade and Monroe Counties

o Card Sound Road

Additionally, limited ITS devices such as Dynamic Message Signs (DMS) and Closed Circuit Television

(CCTV) cameras have been deployed on arterial roadways leading onto I-95 and SR 826. These

deployments have resulted in approximately 200 centerline miles of roadways in Miami-Dade and Monroe

Counties that contain ITS infrastructure (see Appendix “A” for the latest D6 ITS Center Line mileage

information).

The Department’s ITS includes an array of traffic data collection sensors, communications devices, closed

circuit television cameras, computers, dynamic message signs, and ramp signals, among other devices.

Through the operator workstations and video wall within the TMC, the day-to-day operations of TMC are

accomplished. A summary of the Department’s deployed ITS infrastructure is shown below (maps depicting

the District’s ITS infrastructure are found in Appendix “A”).

ITS Infrastructure

Number of ITS Devices

Operational Under

Construction

Vehicle Detector Stations 321 145

Dynamic Message Signs 131 86

CCTV Cameras 299 109

Ramp Signal Sites 22 19

Fiber Optic Cable - Miles 90 2

Communication Hub Buildings 11 4

A summary of the number and types of events managed by the SunGuide TMC during fiscal year 2014-

2015 is included in Appendix “B” FDOT District Six ITS Annual Report (Fiscal Year 2014-2015).


4.0 SERVICES TO BE PROVIDED BY CONSULTANT

The Consultant shall furnish all personnel, supervision, expertise, vehicles, equipment, materials, licenses,

and incidentals necessary to provide the services described herein. The ten (10) services to be provided

under this Agreement are as follows:

TMC Operations Services (Freeways)

TMC Operations Services (Arterials)

Express Lanes and Ramp Signaling Services

Incident Management Support Services

Miscellaneous TMC Support Services

ITS Public Information and Customer Service

TMC Information Technology (IT) Services

ITS Utility Locates Services

IT Data Architect Services (Traffic Operations Office and Construction Office)

Traffic Operations and ITS Engineering Services

The Consultant shall develop an organizational/structural chart and schedule to support all services

identified in the contract. The Department on several sections throughout the scope of services has identified

“Minimum Staffing Levels”. These “Minimum Staffing Levels” may not be sufficient to meet all of the

requirements outlined in the scope of services, and further described in the various Standard Operating

Guidelines (SOGs). All positions and number of required personnel, including managerial, professional and

support staff, shall be clearly identified and documented by the Consultant. The organizational/structural

chart and schedule shall be developed in order to maintain the most efficient operations of the TMC, while

performing all assigned duties as per the latest version of the SOGs and meeting and/or exceeding the

Performance Measures for the SunGuide TMC. The latest version of the organizational/structural chart and

schedule shall be submitted quarterly (official quarterly deliverable) to the Department. Adjustments may

be requested by the Department at the time of the submittal.

The Consultant shall be responsible for employing, scheduling, training and supervising all personnel. It is the

sole responsibility of the Consultant to ensure that all personnel working on this contract shall have sufficient

skill, background clearance and expertise to properly perform the work assigned to them. The Consultant shall

ensure all staff has the required training necessary to perform their respective responsibilities. The Consultant

shall also provide off duty on-call support and be responsible for ensuring that all positions are filled at all times.

4.1 TMC Operations Services (Freeways)

The Consultant shall assume operations of the SunGuide TMC, including overall management and

oversight. The Consultant shall staff the SunGuide TMC and provide the necessary managerial,

professional and support staff to implement and execute on a 24 hours a day, 7 days a week, 365 days

a year basis all of the services documented in the latest version of the FDOT District Six Standard

Operating Guidelines (SOGs) Volume 6.0 Control Room Operations (the latest version of the SOGs is

part of this Agreement and attached as Appendix “C”). Provisions for expansion of the SunGuide TMC

Operations services shall also be included in the project as the functionality and responsibilities of the

FDOT District Six ITS program grows.


4.1.1 TMC Control Room Operations

It is the responsibility of the Consultant to familiarize themselves with the daily activities and

responsibilities of the SunGuide TMC. All current responsibilities and requirements for the

SunGuide TMC operations are defined in the latest edition of the FDOT District Six SunGuide

TMC Standard Operating Guidelines (SOG), Section 6.0 Control Room.

The Consultant staff shall primarily monitor traffic, detect and manage incidents, dispatch

Incident Management resources, disseminate traveler information, coordinate statewide alerts,

operate and monitor all ITS devices within District Six, including Ramp Signals and Express

Lanes, and generate reports in accordance with the latest version of the FDOT District Six

SOGs Volume 6.0 Control Room Operations.

The Consultant shall coordinate incident response between FDOT, FHP, Monroe County

Sheriff’s Office, fire and rescue, MDX, Florida’s Turnpike Enterprise (FTE), FDOT District Four

SMART TMC, Port of Miami Tunnel TMC, and other partners within the region in accordance

with the latest version of the FDOT District Six SOGs Volume 6.0 Control Room Operations.

The Consultant shall provide the necessary staff to coordinate operations of the Road

Ranger Service Patrol program, Incident Response Vehicle program, and Rapid Incident

Scene Clearance (RISC) program for FDOT District Six, including dispatching, monitoring,

and communicating with the Incident Management resources in accordance with the latest

version of the FDOT District Six SOGs Volume 6.0 Control Room Operations.

The quality control process is an essential function of the SunGuide TMC Operations. To

function in the most efficient manner, the errors which may occur in day-to-day operations

need to be identified, collected, reviewed, addressed and ultimately corrected. A quality

control process has been established by the SunGuide TMC; and the Consultant shall

adhere to all requirements of Section 6.1.8 Quality Control of the latest version of the FDOT

District Six SOGs Volume 6.0 Control Room Operations.

The Consultant shall proactively monitor the field equipment and systems and report failures

in accordance with the latest version of the FDOT District Six SOGs Volume 6.0 Control Room

Operations.

4.1.1.1 Minimum TMC Control Room Staffing Levels

At a minimum, the following positions shall be identified and scheduled for

operations at the TMC:

TMC Manager – full time on-site at the SunGuide TMC

Assistant TMC Manager(s) – minimum one Assistant TMC Manager shall be

scheduled weekdays from 5 am to 9 pm on-site at the SunGuide TMC

QA/QC Manager – full time on-site at the SunGuide TMC

Construction Coordinator – full time on-site at the SunGuide TMC

Shift Supervisor – minimum one Shift Supervisor shall be scheduled for each

shift on-site at the SunGuide TMC at all times

TMC Operator – minimum two TMC Operators shall be scheduled for operations

on-site at the SunGuide TMC at all times


4.1.1.2 Minimum TMC Operator Salaries

The Consultant shall employ qualified TMC Operators at a minimum hourly rate of

$18.00 for the duration of the contract. At the discretion of the Department, the

Consultant shall provide proof of compliance with these minimum rate requirements

through verifiable sources (i.e. payroll registers, employee payroll checks, etc.)

4.1.2 TMC Standard Operating Guidelines (SOG)

During the duration of this contract, the Consultant shall evaluate and update (official annual

deliverable) the FDOT District Six SOGs Volume 6.0 Control Room Operations to ensure that

they are as efficient and effective as possible. In addition, the Consultant shall modify and

maintain the existing FDOT District Six SOGs Volume 6.0 Control Room Operations as required

conforming to the current status of ITS deployment, software systems, TMC Policy and as a

result of system performance analysis. Updates to the FDOT District Six SOGs Volume 6.0

Control Room Operations shall be approved by the Department prior to implementation.

4.1.3 TMC Control Room Staff Training and Certification


deliverable) the Control Room staff training and certification program to ensure that is as

efficient and effective as possible. In addition, the Consultant shall modify and maintain the

training program in order to conform to the latest edition of the SOGs. All training material shall

be submitted to the Department for approval prior to implementation. Annual refresher training

shall be required for all TMC Operators. All records, including certificates of completion shall be

made available to the Department for review within 24 hours of the request. The latest version

of the Training and Certification program is included in Appendix “D”.

4.2 TMC Operations Services (Arterials)

FDOT District Six is planning, programming and deploying several active arterial management

initiatives as part of the Transportation Systems Management and Operations (TSM&O) Program,

which include: Adaptive Signal Control Technology (ASCT) systems, arterial ITS infrastructure

deployments, traffic signal controller upgrades and signal retiming efforts within Miami-Dade and

Monroe Counties. The Consultant shall manage and operate the arterial TSM&O infrastructure in

District Six.

FDOT District Six in conjunction with Miami-Dade County (hereinafter known as the “MDC”) is

deploying an InSync ASCT system along SW 8 Street from SW 67 Avenue to SW 142 Avenue in

Miami-Dade County (FM 435506-1-92-01, Contract No. E6J56, SR 90/US 41/SW 8 Street ASCT

Pilot Project). The Consultant shall support the Department in providing arterial TSM&O operations

services as described in this document to support the SW 8 Street ASCT Pilot Project. Other arterial

TSM&O initiatives shall be consider optional services to the Contract and the cost to support those

initiatives will be negotiate separately between the Consultant and Department.

4.2.1 SW 8 Street ASCT Pilot Project

The Consultant shall provide the necessary managerial, professional and support staff to

implement and execute on a 24 hours a day, 7 days a week, 365 days a year basis all of the

SW 8 Street ASCT Pilot Project services. The services shall commence upon completion of

the Project’s Design-Build Phase (anticipated completion by summer 2017) and will last for

24 months. The services shall be provided in accordance with the latest version of the FDOT


District Six Arterial System Operating Procedures (SOPs) (the latest version of the SOPs is part

of this Agreement and attached as Appendix “E”). Additionally, the Consultant shall refer to the

SW 8 Street ASCT Pilot Project systems engineering documentation (attached as Appendix

“E”) for additional information on the Project, InSync ASCT system technology, roles and

responsibilities of various stakeholders and overall concept of operations of the system. The

Consultant is referred to as “Operating Entity” in the SW 8 Street Pilot Project

documentation.

The Consultant shall be responsible for providing technical services such as, but not limited

to:

Monitor and operate ASCT system(s) in coordination with MDC

Monitor and operate arterial ITS infrastructure

Obtain and analyze traffic data obtained from various sources and report performance

metrics of the arterial operations

Implement various congestion management strategies as approved by the Department

Develop and submit periodic system operations documentation e.g. performance

measures dashboards and other documentation as requested by the Department

Coordinate with the ASCT Maintenance Entity staff and other Maintenance Entities to

ensure system component failures are repaired within allowable times as defined by the

Department and track all system warranties

Coordinate with TMC Operators (freeways) and regional stakeholders to implement a

more unified regional approach towards congestion management

Coordinate with law enforcement agencies and other third party Contractors performing

work impacting the arterial TSM&O infrastructure and operations

It is anticipated that the Consultant staff shall be located primarily at the SunGuide TMC.

The Consultant staff will work in close coordination with the MDC signal operations area

engineer(s) for corresponding arterial operations. If requested, the Consultant shall be

prepared to work from other facilities such as the MDC Public Works and Waste

Management (PWWM) Traffic Sign and Signals (TSS) Division’s Traffic Control Center

(TCC) facility located at 7100 NW 36 Street in Miami.

4.2.1.1 Arterial Operations Program Management

The Consultant shall be responsible for the overall ASCT operations on SW 8 Street

and shall support the Department in coordinating, planning and implementing

arterial TSM&O strategies in the District. Some of the high-level responsibilities

include:

Monitor actively the ASCT system and other arterial ITS infrastructure, analyze

traffic data and recommend/perform actions to improve ASCT and arterial traffic

operations

Develop, update and maintain ASCT system configuration and adaptive parameters

information

Develop, update and maintain signal timing information

Prepare signal system operations and ASCT system performance reports

Track and respond to ASCT and other system alarms to ensure system downtime is

minimal

Coordinate with the regional expressway operations staff (District Six, MDX and


FTE) in managing congestion on arterials caused from expressway incidents and

special events

Coordinate with the MDC and other stakeholders in managing congestion on

arterials caused from special events

Participate in progress meetings and other meetings as requested by the

Department

Represent the Department on meetings, workshops, presentations (including other

ASCT deployments as the project lead and technical expert)

All other tasks assigned by the Department

Knowledge, Skills and Abilities:

Knowledge and understanding of traffic signal systems, traffic controller

operation, ITS and traffic engineering principles

Knowledge of traffic signal analysis programs, such as SYNCHRO, HCS, etc.

Good communication skills and ability to work as team member

Ability to make independent decisions on a routine basis

Ability to work alternate work schedules

Ability to write technical reports and correspondence

Ability to coordinate real time activities and priorities

4.2.1.2 Minimum Staffing Levels

At a minimum, the following positions shall be identify and schedule to support the

SW 8 Street ASCT Pilot Project:

Arterial Operations Program Manager – full time on-site at the SunGuide TMC

Arterial TMC Operator – one Arterial TMC Operator shall be schedule weekdays

from 6 am to 7 pm on-site at the SunGuide TMC.

Overnight (7 pm to 6 am), Saturdays, Sundays and Holidays shall be covered by

TMC Operators supporting Freeway Operations.

Arterial TMC Operators shall support Freeway Operations during period of low arterial

activity.

4.2.1.3 Minimum Arterial TMC Operator Salaries

The Consultant shall employ qualified Arterial TMC Operators at a minimum hourly rate

of $18.00 for the duration of the contract. At the discretion of the Department, the



4.2.2 FDOT District Six Arterial System Operating Procedures


deliverable) the FDOT District Six Arterial System Operating Procedures to ensure that they

are as efficient and effective as possible. In addition, the Consultant shall modify and maintain

the existing FDOT District Six Arterial System Operating Procedures as required conforming to

the current status of arterial TSM&O deployment, software systems, TMC Policy and as a result

of system performance analysis. Updates to the FDOT District Six Arterial System Operating

Procedures shall be approve by the Department prior to implementation.


4.3 Express Lanes and Ramp Signaling Services

The Consultant shall assume operations of the Express Lanes and Ramp Signaling systems along I-95 (95

Express Phases 1 and 2), SR 826 (Palmetto Express), and I-75 (75 Express). The Consultant shall staff the

SunGuide TMC and provide the necessary managerial, professional and support staff to implement and execute

on a 24 hours a day, 7 days a week, 365 days a year basis all of the Express Lanes and Ramp Signaling

services documented in the latest version of the FDOT District Six Standard Operating Guidelines (SOGs)

Volume 6.0 Control Room Operations.

4.3.1 95 Express Phases 1 and 2 and Ramp Signaling

95 Express Phases 1 and 2 consist of approximately 22 miles of express lanes along I-95 from

approximately NW 29 Street (Miami-Dade County) to Broward Boulevard (Broward County).

The Department has deployed ramp signals along I-95 which consists of 22 ramp signaling sites

(10 northbound and 12 southbound) from NW 62 Street to Ives Dairy Road.

4.3.1.1 Program Management

The Consultant shall be responsible for providing program management services to

support all 95 Express Phases 1 and 2 and Ramp Signaling related activities, including

but not limited to:

Overseeing operations

Overseeing overall project performance to ensure it is meeting the intended results

Evaluating and analyzing project related performance metrics

Developing and implementing recommendations to mitigate performance measures

degradation

Conducting and overseeing operational analyses

Providing projects related data and information to others (internal and external)

Coordinating and supporting testing for all software, hardware and firmware

upgrades/changes

Reviewing and updating operational parameters including but not limited to:

o 95 Express Time of Day, Level of Service, and Traffic Density Delta tables

o Ramp Signaling Central and Local Time of Day tables

o Ramp Signaling minimum and maximum metering rates

Representing the Department on meetings, workshops, presentations (including

other Express Lanes deployment as the project lead and technical expert)

Supporting public outreach/public information efforts

4.3.1.2 Minimum Staffing


operations at the TMC to support 95 Express Phases 1 and 2 and Ramp Signaling

operations:

Program Manager – full time on-site at the SunGuide TMC

Express Lanes Shift Supervisor – minimum one Express Lanes Shift Supervisor

shall be scheduled weekdays from 5 am to 9 pm on-site at the SunGuide TMC

TMC Express Lanes Operator – minimum two TMC Express Lanes Operators

shall be scheduled on-site at the SunGuide TMC at all times

Ramp Signaling Operator – minimum one Ramp Signaling Operator shall be

scheduled on-site at the SunGuide TMC weekdays from 5 am to 9 pm


4.3.1.3 Minimum TMC Express Lanes Operator Salaries

The Consultant shall employ qualified TMC Express Lanes Operators at a minimum

hourly rate of $19.50 for the duration of the contract. At the discretion of the

Department, the Consultant shall provide proof of compliance with these minimum rate

requirements through verifiable sources (i.e. payroll registers, employee payroll checks,

etc.)

4.3.1.4 Minimum Ramp Signaling Operator Salaries

The Consultant shall employ qualified Ramp Signaling Operator at a minimum hourly

rate of $18.00 for the duration of the contract. At the discretion of the Department, the



4.3.2 SR 826/Palmetto Express (including Ramp Signaling) and 75 Express

SR 826/Palmetto Express and 75 Express (District Six project) consist of approximately 13

miles of express lanes along SR 826/Palmetto Expressway and I-75 from just south of SR 836

to NW 170 Street. The Department will deploy 19 ramp signaling sites along SR 826/Palmetto

Expressway from NW 25 Street to NW 154 Street in Miami-Dade County (9 northbound and 10

southbound). The expected commencement of tolling and ramps signaling operations for this

project is August 2017.

4.3.2.1 Program Management

The Consultant shall be responsible for providing program management services to

support all SR 826/Palmetto Express (including Ramp Signaling) and 75 Express

related activities, including but not limited to:

Prior to commencement of tolling and ramp signaling operations

Developing transition plan from construction to operations (official deliverable – to

be submitted twelve months prior to commencement of tolling operations)

Overseeing transition plan implementation

Developing Standard Operating Guidelines (official deliverable – to be submitted

nine months prior to commencement of tolling operations)

Developing and delivering necessary training to support operations (official

deliverable – to be submitted three months prior to commencement of tolling

operations)

Coordinating software enhancements, construction activities affecting operations,

and other activities required to support project prior to final acceptance by the

Department

After commencement of tolling and ramp signaling operations

Overseeing operations

Overseeing overall project performance to ensure it is meeting the intended results

Evaluating and analyzing project related performance metrics

Developing and implementing recommendations to mitigate performance measures

degradation

Conducting and overseeing operational analyses


Providing projects related data and information to others (internal and external)

Coordinating and supporting testing for all software, hardware and firmware

upgrades/changes

Reviewing and updating operational parameters including but not limited to:

o Time of Day, Level of Service, and Traffic Density Delta tables

o Ramp Signaling Central and Local Time of Day tables

o Ramp Signaling minimum and maximum metering rates

Representing the Department on meetings, workshops, presentations (including

other Express Lanes deployment as the project lead and technical expert)

Supporting public outreach/public information efforts

4.3.2.2 Minimum Staffing


operations at the TMC to support SR 826/Palmetto Express (including Ramp

Signaling) and 75 Express operations:

Program Manager – full time on-site at the SunGuide TMC

Express Lanes Shift Supervisor – minimum one Express Lanes Shift Supervisor

shall be scheduled weekdays from 5 am to 9 pm on-site at the SunGuide TMC

TMC Express Lanes Operator – minimum one TMC Express Lanes Operator

shall be scheduled on-site at the SunGuide TMC at all times

Ramp Signaling Operator – minimum one Ramp Signaling Operator shall be

scheduled on-site at the SunGuide TMC weekdays from 5 am to 9 pm

4.3.2.3 Minimum TMC Express Lanes Operator Salaries

The Consultant shall employ qualified TMC Express Lanes Operators at a minimum

hourly rate of $19.50 for the duration of the contract. At the discretion of the

Department, the Consultant shall provide proof of compliance with these minimum

rate requirements through verifiable sources (i.e. payroll registers, employee payroll

checks, etc.)

4.3.2.4 Minimum Ramp Signaling Operator Salaries

The Consultant shall employ qualified Ramp Signaling Operator at a minimum hourly

rate of $18.00 for the duration of the contract. At the discretion of the Department, the



4.4 Incident Management Support Services

It is the goal of the Department to provide efficient, coordinated, and consistent traffic incident

management across the state that will improve the safety and reliability of the transportation network.

The Department has various programs that in conjunction with the TMC, supports incident management

services such as:

Traffic Incident Management (TIM) Teams

Road Ranger Service Patrol

Rapid Incident Scene Clearance (RISC)

Incident Response Vehicle (IRV)


4.4.1 Incident Management Program Management

The Consultant shall be responsible for providing program management services to support and

coordinate all incident management programs and initiatives identified in the scope of services,

in accordance with the latest versions of the various SOGs and TIM Procedural Plan. At a

minimum, the Consultant shall identify and schedule an Incident Management Program

Manager (full time on-site at the SunGuide TMC) to support all incident management programs

and initiatives.

4.4.2 Incident Management Operations Standard Operating Guidelines (SOGs)

The Consultant shall maintain the Incident Management Operations SOGs (the latest version is

included as Appendix “F”). These SOGs documents the various Incident Management services

as well as roles and responsibilities of the various entities providing Incident Management

services. During the duration of this contract the Consultant shall completely evaluate and

update (official annual deliverable) the Incident Management Operations SOGs to ensure that

they are as efficient and effective as possible. Updates to the Incident Management Operations

SOGs shall be approved by the Department prior to implementation.

4.4.3 TIM Procedural Plan

The TIM Procedural Plan provides the framework for guiding the District’s Traffic Incident

Management activities in the short term (6 – 24 months). The TIM Procedural Plan shall

include identification of key stakeholder roles and responsibilities, agreements, performance

measures, key focus areas for improvement, etc. The Consultant shall completely evaluate

and update (official annual deliverable) the TIM Procedural Plan. A copy of the latest

version of the TIM Procedural Plan is included in Appendix “G”. Updates to the TIM

Procedural Plan shall be approved by the Department prior to implementation.

4.4.4 Post Incident Analysis (PIA) Meetings

The Consultant shall organize, coordinate and participate in Post Incident Analysis (PIA) with all

agencies and entities involved in managing major traffic incidents, as documented in the latest

version of the TIM Procedural Plan.

4.4.5 Traffic Incident Management (TIM) Teams

The Department has two Traffic Incident Management (TIM) Teams, the Miami-Dade TIM

Team and the Monroe TIM Team. The Miami-Dade TIM Team meets formally twice a year

in a joint meeting with the Broward TIM Team. One meeting takes place in Miami-Dade

County and the other in Broward County. The Monroe County TIM Team meets formally

once a year prior to the commencement of the hurricane season. Both TIM Team’s

meetings include local and regional agency representatives to provide for the coordination

of incident related issues within the region. The Consultant shall coordinate, conduct and

support these meetings. The Consultant shall be responsible for updating and maintaining

the Miami-Dade and Monroe TIM Team contact list; and sending welcome emails to new

members.

4.4.5.1 TIM Self-Assessment

The Consultant shall be responsible for conducting, documenting, and submitting

the Federal Highway Administration (FHWA) Traffic Incident Management (TIM)

Self-Assessment for the TIM Teams (official annual deliverable).


4.4.5.2 TIM Quarterly Newsletter

The Consultant shall be responsible for continuing to develop and deliver the TIM

Quarterly Newsletter (official quarterly deliverable). A sample of the TIM Quarterly

Newsletter is included in Appendix “H”. The Newsletter shall be updated with current

TIM related news and information as documented in the TIM Procedural Plan. The

Newsletter shall not exceed two pages in length.

4.4.6 Road Ranger Service Patrol Management

The FDOT District Six Road Ranger Service Patrol currently operates on a 24 hours a day,

7 days a week, 365 days a year basis. Maps depicting the approximate geographical

coverage of the Road Ranger Service Patrol program in District Six are included in

Appendix “A”. A summary on the number of Road Rangers assists and types of activities

performed during the previous fiscal year is included in Appendix “B” FDOT District Six ITS

Annual Report (Fiscal Year 2014-2015).

There is one existing Road Ranger Service Patrol contract in District Six that is managed and

operated by the ITS Office, Contract # B-DW05 (copy of the contract is included in Appendix

“I”). The following roadways are included under Contract B-DW05: I-95 (including 95 Express),

I-195, I-395 (including MacArthur Causeway), I-75 (including 75 Express – future) and State

Road 826 (including Palmetto Express - future).

The Consultant shall be responsible for providing management oversight for Contract B-DW05

(and future replacement/renewal to the contract and/or any variation meeting the intent of the

contract) as documented in the latest version for the FDOT District Six Road Ranger Contract

Manager Standard Operating Guidelines (SOGs). A copy of the FDOT District Six Road

Ranger Contract Manager SOGs is included in Appendix “J”. The Consultant shall be

responsible for making sure that all contract requirements are being met by Road Ranger

Service Patrol Contractors. The Consultant shall be responsible for coordinating Road Ranger

Service Patrol operations as documented in the latest version of the FDOT District Six Standard

Operating Guidelines (SOGs) Volume 6.0 Control Room Operations. The Consultant shall be

responsible for projecting contract expenditures based on existing and future Road Ranger

operational needs.

Incident Management Services (Road Ranger Service Patrol) are also provided via various

construction projects within the District. In the case(s) where Incident Management Services

are included in the scope of construction projects, the services are managed by FDOT D6

Construction but operated by the SunGuide TMC. The Consultant shall coordinate with the

FDOT D6 Construction to ensure compliance with all FDOT District Six Incident Management

Services requirements, resolve any performance or operational issues, and provide all

necessary operations oversight. The following construction contracts have active Incident

Management Services which are managed by FDOT D6 Construction and operated by the

SunGuide TMC:

o SR 836/SR 826 from NW 87 Ave to NW 57 Ave (Palmetto Section 5)

o SR 826/From Flagler ST to NW 154 ST & I-75/from SR 826 to NW 170 ST (Palmetto

Express / 75 Express)


o I-95 Rigid Pavement Rehabilitation (multiple contracts)

from NW 103 St to Biscayne River Canal/NW 151 St

from NW 103 St to NW 125 St

from NW 79 St to NW 103 St

from Biscayne River Canal to Turnpike WB Ramp

from Biscayne River Canal to NW 125 St

o SR-836/I-395 from West of I-95 to MacArthur Causeway Bridge And I-95 Pavement

Reconstruction and SR-836 from West of NW 17 Avenue to Midtown Interchange (I-395

Reconstruction - future)

Additional construction contracts with Incident Management Services are expected to be added

in the future, the Consultant shall coordinate all efforts with FDOT D6 Construction to ensure

compliance with all FDOT District Six Incident Management Services requirements and provide

all necessary operations oversight.

4.4.6.1 Road Ranger Contract Manager Standard Operating Guidelines (SOG)

The Consultant shall maintain the Road Ranger Contract Manager SOGs. During the

duration of this contract the Consultant shall completely evaluate and update (official

annual deliverable) the Road Ranger Contract Manager SOGs to ensure that they are

as efficient and effective as possible. In addition, the Consultant shall modify and

maintain the Road Ranger Contract Manager SOGs as needed to conform to the

current status of ITS deployment, software systems, Department policies, and as a

result of system performance analysis. Updates to the Road Ranger Contract Manager

SOGs shall be approved by the Department prior to implementation.

4.4.7 Rapid Incident Scene Clearance (RISC) Management

The RISC program offers financial incentives to specialized companies to respond and provide

complete clearance of incidents within a specified period of time. RISC activations typically

involve heavy vehicle crashes, rollovers and/or cargo spillage. The Consultant shall be

responsible for providing management oversight including contract management for the RISC

program in District Six. Currently there are four (4) active RISC contracts but future contracts

may be award it to responsive vendors and the Consultant shall be responsible for providing

management oversight for the additional RISC contracts. The four active RISC contracts are as

follow:

Contract B-DY89 (American Towing)

Contract B-DY90 (Downtown Towing)

Contract B-DY91 (Kauff’s of Miami)

Contract B-DZ38 (Westbrook Towing)

Some of the activities that the Consultant shall be responsible for, but not limited to are:

conducting vehicle inspections, maintaining all required documentation current, reviewing RISC

vendor invoices and preparing invoicing package for FDOT approval (as documented in the

RISC Invoicing and Cost Recovery Package Standard Operating Guidelines Memorandum –

included in Appendix “K”), archiving/filing all RISC Contracts documentation and coordinating

and conducting PIA meetings. The Consultant shall be responsible for projecting contract

expenditures based on existing and future RISC operational needs.


4.4.8 Incident Response Vehicle (IRV) Management and Operations

The Consultant shall furnish and maintain all personnel, supervision, expertise, vehicles,

equipment, materials, parts, licenses, supplies, tolls and incidentals necessary to provide the

Incident Response Vehicle services described in the scope of services, including the

requirements on Appendix “L “Incident Response Vehicle (IRV) Service Requirements and in

accordance with the latest version of the Incident Management Operations SOGs (included as

Appendix “F”).

4.4.8.1 IRV Coverage Area

The Consultant shall provide IRV Services to support primarily Express Lanes

operations along: I-95 (Miami-Dade County), SR 826/Palmetto Expressway, and I-75

(Miami-Dade County), including all on and off ramps and interchanges. Additionally, this

contract will allow for the following:

IRV Services shall be dispatched to support all RISC activations along limited

access facilities in District Six

Overlap of IRV Services into adjacent FDOT Districts if required for effective

coverage of roadways

Expand or relocate IRV Services to support heavy traffic holidays/special events,

emergency operations and evacuation operations within District Six.

IRV Vehicles shall operate within designated IRV beats within the project area as

determined by the Department. The Department shall determine the beats, turnaround

points, and staging areas. At any time during the term of this Agreement, the

Department reserves the right to adjust, add and / or remove IRV beats, adjust the shift

times and the number of vehicles required per shift to better accommodate demand for

the service and the needs of the Department.

4.4.8.2 Hours of Operations

IRV Services shall be provided five (5) days a week, three hundred sixty five (365) days

per year, excluding all Department observed holidays as follow:

Roadway Hours of Operations # of IRV Vehicles

I-95 5 am to 1 pm 1

1 pm to 9 pm 2

SR 826(1) 5 am to 9 pm 1

I-75(1) 5 am to 9 pm 1

(1) IRV Services to support Express Lanes operations along SR 826 and I-75 shall

commence 60 days prior to commencement of tolling and ramp signaling

operations.

The Vendor shall have enough backup vehicles so that the same IRV vehicles are

not use on back-to-back work shifts.

4.4.8.3 Minimum IRV Operator Salaries

The Consultant shall employ qualified IRV Operators at a minimum hourly rate of





4.5 Miscellaneous TMC Support Services

4.5.1 Contract Management

The Consultant shall be responsible for supporting FDOT Personnel with providing

management oversight for the FHP contracts (and future replacement/renewal to the contracts

and/or any variation meeting the intent of the contracts) listed below:

Contract B-DU01 - Enhanced Enforcement of Express Lanes and Ramp Signaling

Contract B-DY82 - Enhanced Enforcement along Krome Avenue

Some of the activities that the Consultant shall be responsible for, but not limited to are:

reviewing monthly invoices, preparing invoice package for FDOT’s Project Manager review and

approval, performing quality control on vehicle and personnel logs submitted as part of the

invoice packages, reviewing information provided as part of the invoice package, maintaining

and reviewing all required documentation, archiving/filing all contract related documents, etc.

The Consultant shall be responsible for projecting contract expenditures based on existing and

future operational needs.

4.5.2 ITS Field Infrastructure Maintenance Contract Support

The Department has an ITS Infrastructure Maintenance Contract (Contract # B-DS49) to

provide preventive maintenance, diagnostic and repair services to the SunGuide ITS

infrastructure. The ITS Maintenance Contractor is responsible for maintaining the ITS

infrastructure functional and operational twenty-four (24) hours per day, seven (7) days per

week, 365 days a year.

The Consultant shall support the Department with the management of the existing ITS

Infrastructure Maintenance contract (and future replacement/renewal to the contract and/or any

variation meeting the intent of the contract). The Consultant shall be responsible for:

Conducting “spot checks” inspection of ITS field devices (for both Preventive Maintenance

visits and repair visits) on a monthly basis to ensure that the existing ITS maintenance

contractor work is acceptable and in accordance with standard industry practices and the

ITS Maintenance SOG’s. “Spot checks” shall constitute field verification of at least 10% of

each system being repaired or have preventive maintenance performed by the ITS

Maintenance Contractor.

Conducting “spot checks” inspection of the ITS inventory on a quarterly basis at all the ITS

Maintenance Contractor’s warehouse storage units and technician trucks to ensure that all

Department’s inventory are accounted for as documented in the Department’s ITS asset

management software. “Spot checks” shall constitute verification of at least 30% of all ITS

inventory.

4.5.3 SunGuide TMC Hurricane Response Action Plan (HRAP)

The Department has prepared a Hurricane Response Action Plan (HRAP) to identify and

document operational and planning strategies related to hurricane storm events. The existing

SunGuide TMC HRAP is part of this Agreement and attached as Appendix “M”. The Consultant


shall be responsible for performing all activities documented in the SunGuide TMC HRAP

before, during and after a hurricane.

Throughout the duration of this contract, the Consultant shall evaluate and update (official

annual deliverable) the SunGuide TMC HRAP to ensure that is as efficient and effective as

possible. The Consultant shall modify and maintain the existing SunGuide TMC HRAP as

required conforming to the current status of ITS deployment, software systems, TMC Policy and

as a result of system performance analysis. Updates to the SunGuide TMC HRAP shall be

approved by the Department prior to implementation.

4.5.4 Reporting Services

The Department is constantly in the process of assessing and defining performance

measures that will be collected and reported by the various FDOT Districts. The Consultant

shall be responsible for developing/generating reports which document operational

performance. These reports are generated by the SunGuideSM Software, the Operator Task

Manager (OTM) software and/or the TMC Connect software, or by information gathered from

these applications (specific report requirements are found in the SOGs and elsewhere in this

scope). The Consultant shall be responsible for continuing to generate, modify and improve

these reports. Throughout the term of this contract, it shall be expected that reports will change

and the Consultant shall be responsible for adjusting to these changes accordingly. The

Consultant shall develop and package all reports with guidance from the Department. All

reports shall be approved by the Department prior to distribution.

With the adoption of the Moving Ahead for Progress in the 21st Century Act MAP 21, and the

Fixing America’s Surface Transportation (FAST) Act, the Federal Highway Administration

(FHWA) will required additional reports. The Consultant shall be responsible for providing the

additional reports to comply with MAP 21 and FAST reporting requirements.

4.5.4.1 Daily Reports

Daily reports shall be submitted by the Consultant by 11:00 am on the following day.

The Consultant shall be required to prepare and distribute the reports shown below

(samples of these reports are included in Appendix “N”):

Control Room 24 Hour Debriefing

Express Lanes Weekday Debriefing (95 Express)

Express Lanes Weekday Debriefing (Palmetto Express and 75 Express)

Express Lanes Weekend Debriefing – to be submitted on the next working day after

the weekend (95 Express)

Express Lanes Weekend Debriefing – to be submitted on the next working day

after the weekend (Palmetto Express and 75 Express)

Road Ranger 24 Hour Debriefing

4.5.4.2 Weekly Reports

Weekly reports shall be submitted by the Consultant by 11:00 am on the following

Tuesday. The Consultant shall be required to prepare and distribute the reports shown

below (samples of these reports are included in Appendix “N”):


I-95 Ramp Signal Weekly Debriefing

SR 826/Palmetto Expressway Ramp Signaling Weekly Debriefing

Express Lanes Weekly (Palmetto Express and 75 Express) – New Report to be

developed

Arterial Management – New Report to be developed

4.5.4.3 Monthly Reports

Monthly reports shall be submitted by the Consultant within 10 calendar days after

the end of the month. The Consultant shall be required to prepare and distribute the

reports shown below (samples of these reports are included in Appendix “N”):

ITS Operations Summary

TMC Operations Error to Event Ratio

Website Statistics Summary

DMS Usage

95 Express Monthly Performance

Palmetto Express and 75 Express Monthly Performance

FLATIS Monthly

Back-up Location and Panic Alarm Monthly Operational Test

ITS Monthly Utility Locate Service

D6 TMC SunGuide Software

D6 TMC Systems Administration

D6 TMC Systems Documentation IT Hardware and Software

IT Spare Parts Needs – New Report to be developed

ITS Monthly Maintenance (Quality Control for Field Equipment)

Customer Service Monthly

4.5.4.4 Quarterly Reports

Quarterly reports shall be submitted by the Consultant within 14 calendar days after

the end of a quarter (i.e. first quarter report of the fiscal year due by 14th of

October). The Consultant shall be required to prepare and distribute the reports shown


Total Number of Road Ranger Assists and activities

Percent FIHS Limited Access Miles Managed by ITS

Incident Duration

IT Inventory

IT Preventive Maintenance

ITS Inventory

4.5.4.5 Annual Reports

Annual reports shall be submitted by the Consultant within 45 calendar days after

the end of the Department’s fiscal year. Annual reports shall be from July 1 through

June 30. The Consultant shall be required to prepare and distribute the reports shown


FDOT District Six ITS Annual Report(1)


95 Express Annual Operations Report

Palmetto Express and 75 Express Annual Operations Report

Arterial Management– New Report to be developed

(1) The FDOT District Six ITS Annual Report depicts major achievements, output, and

outcomes of the ITS Program that occurred during the previous year. The

Consultant shall draft a detailed report outline for review and approval by the

Department by April 30th. The Consultant shall prepare a Draft Report and meet

with the Department to review and comment. The Draft Report shall be completed

by July 15th. After all comments have been addressed by the Consultant, the

Consultant shall prepare and deliver an electronic version of the Final Report. The

electronic version shall be of production quality. The Consultant shall produce 250

hard copies of the FDOT District Six ITS Annual report.

4.5.5 TMC Standard Employee Guidelines (SEG)

During the duration of this contract, the Consultant shall adhere to the TMC Standard

Employee Guidelines (SEG). The Consultant shall evaluate and update (official annual

deliverable) the TMC Standard Employee Guidelines (SEG) to ensure that they are

consistent with the Consultant’s employee guidelines. The latest version of the SEG is part

of this Agreement and attached as Appendix “O”). Updates to the SEG shall be approved

by the Department prior to implementation.

4.5.6 Supporting Personnel Services

The Consultant shall provide additional supporting personnel onsite at the SunGuide TMC as

described below.

4.5.6.1 TMC Office Manager/Executive Administrative Assistant

The TMC Office Manager/Executive Administrative Assistant position shall report

directly to the TSM&O Program Engineer.

Perform responsible administrative work assisting the TSM&O Program Engineer in

planning, coordinating, implementing and controlling the functions of the various

sections of the ITS Office, in accordance with the Standard Operating Guidelines

Administration Volume 3.0

Arrange conferences and meetings with other state officials and representatives of

public, private and professional organizations.

Schedule, coordinate and keep log of conference room bookings within the TMC.

Assist other TMC personnel with administrative support, including but not limited to:

o contract management assistance,

o invoice package preparation,

o invoice reconciliation,

o preparing FACTS transmittals,

o generating Automated Access Request Form (AARF),

o photocopying and scanning,

o organizing materials, etc.

Coordinate purchase of office supplies/maintenance of office equipment.

Maintaining the central filing system (electronically and hardcopy)

Reconcile FDOT Motor Log for assigned TMC Vehicles


Maintaining the SunGuide TMC building/offices keys inventory

Issuing and maintaining the SunGuide TMC building access badges

Coordinating SunGuide TMC building maintenance and repairs with FDOT Facilities

Coordinating SunGuide TMC building janitorial services with FDOT Facilities

During the duration of this contract, the Consultant shall evaluate and update (official

annual deliverable) the Standard Operating Guidelines Administration Volume 3.0. The

latest version of the Standard Operating Guidelines Administration Volume 3.0 is part of this

Agreement and attached as Appendix “P”). Updates to the Standard Operating Guidelines

Administration Volume 3.0 shall be approved by the Department prior to implementation.

4.5.6.2 SunGuide TMC Receptionist

The Consultant shall provide a receptionist position for the SunGuide TMC. The

position shall be staffed during normal business hours of the TMC (Monday thru Friday,

8 am to 5 pm) and perform the duties documented in the latest version of the Standard

Operating Guidelines Administration Volume 3.0. Additionally, the SunGuide TMC

Receptionist shall satisfy the following requirements:

Exhibit excellent writing skills.

Exhibit excellent verbal and telephone skills.

Minimum of 35 wpm on the typewriter/word processing equipment.

Be proficient in Microsoft Office, including Word and Excel.

File and distribute correspondence.

Greet visitors to the TMC, log visitors in and out, distribute visitor badges, etc.

Answer and direct telephone calls to the TMC.

FDOT District Six Traffic Operations Office transfers their telephones to the SunGuide

TMC daily (primarily during lunch). The SunGuide TMC Receptionist shall support the

Traffic Operations Office phone transfers.

4.6 ITS Public Information and Customer Service

ITS Public Information and Customer Service personnel support the District ITS Program’s daily

operations. The ITS Public Information and Customer Service personnel tasks are centered on

managing the Program’s internal and external communication needs, establishing best practices and

raising awareness for the ITS services provided by FDOT.

The Consultant shall provide the necessary managerial, professional and support staff to implement all

of the Public Information and Customer Service services documented in the latest version of the FDOT

District Six Standard Operating Guidelines (SOGs) Public Information (the latest version of the SOGs is

part of this Agreement and attached as Appendix “Q”). Provisions for supporting the expansion of the

SunGuide TMC services shall also be included in the project as the functionality and responsibilities of

the FDOT District Six ITS program grows.

4.6.1 Minimum Public Information Staffing Levels

At a minimum, the following positions shall be identify and schedule for Public Information

support:

Public Information Specialist – full time on-site at the SunGuide TMC

Assistant Public Information Specialist – full time on-site at the SunGuide TMC


4.6.2 Standard Operating Guidelines (SOG) Public Information


deliverable) the FDOT District Six Standard Operating Guidelines (SOGs) Public Information to

ensure that they are as efficient and effective as possible. Updates to the FDOT District Six

Standard Operating Guidelines (SOGs) Public Information shall be approved by the Department

prior to implementation.

4.6.3 Publications

4.6.3.1 SunGuide Disseminator

The SunGuide Disseminator Newsletter is an FDOT trade publication published

statewide that raises awareness about initiatives surrounding the ITS Program. The

newsletter is published electronically and is printed on a quarterly basis. The Consultant

shall submit an article every month (official monthly deliverable).

4.6.3.2 Newsflash

Newsflash blurbs appear on the homepage of the SunGuide.info website. Their purpose

is to inform visitors of the latest news and events surrounding the program. The

newsflash is typically one to two paragraphs in length and is meant to provide an

overview of the topic selected. The Consultant shall develop and post two newsflash

blurbs to the website on the 10th and 25th day of every month (official monthly

deliverable).

4.6.3.3 “What’s New @ the TMC”

“What’s New @ the TMC” is an e-mail series that is sent by the Public Information

Specialist to FDOT District Six throughout the year. The purpose of the series is to

inform District Employees about the latest or most newsworthy events that happened in

the last quarter. The goal is to improve the District’s internal education efforts and

garner support. The Consultant shall publish this e-mail series a quarterly basis (official

quarterly deliverable).

4.6.3.4 Road Ranger of the Month

The Road Ranger of the Month (RROTM) is a monthly email blast campaign that

highlights a particular FDOT District Six Road Ranger for their service to promote the

Road Ranger Program to the community. The Consultant shall publish a RROTM email

monthly (official monthly deliverable).

4.7 TMC Information Technology (IT) Services

The SunGuide TMC IT services encompass a wide range of activities which are essential for the

performance of the SunGuide TMC and the ITS field infrastructure operations. The Consultant’s IT

activities shall consist of, but is not limited to:

Installing, operating, maintaining and upgrading IT hardware equipment within the TMC and at

communication hub locations in the field (e.g. layer 3 switches).

Operate and maintain all IT components of the SW 8 Street ASCT Pilot Project.

Developing, operating, maintaining, updating, and/or providing system administration for various

TMC supporting software e.g. SunGuide software, Operations Task Manager (OTM) software,

Operator Quality Control (OpQC) software, TMC Connect, Intranet, Road Ranger Driver


Information System (RRDIS), and others.

Securing and protecting SunGuide TMC IT network and facilities against intrusions and misuse

of resources by using up to date systems, processes and technologies.

Enforcing FDOT’s IT policy titled “Security and Use of Information Technology Resources”

(FDOT Policy No. 001-325-060-f) to safeguard State’s resources.

Planning and implementing system redundancies at all levels to minimize system downtime and

increase security of the ITS network.

ITS device failure tickets opening and closing using OTM, preliminary failure troubleshooting

from the TMC, notifying and coordinating with the ITS Maintenance Contractor(s) in resolving

failures.

Performing QA/QC audits on the ITS maintenance contractor’s field work.

IT Parts asset management and supporting the Department with overall IT/ITS inventory

management needs.

Assist the Department in performing the annual FDOT tangible personal property inventory

management for the items that are assign to the SunGuide TMC.

Develop and submit IT work related documentation.

Assist the Department with construction related IT services for ongoing and future construction

projects affecting the District’s ITS infrastructure.

Other services as requested by the Department.

In addition, the IT support staff shall monitor, troubleshoot and diagnose failures to determine if the

failure is IT (network) or ITS (field infrastructure) related. If the failure is IT related, the IT staff is

responsible for appropriate resolution. If the failure is ITS field infrastructure related, the IT staff is

responsible for preliminary troubleshooting of the failure from the TMC, and if the failure is not

rectified, then dispatch the ITS maintenance contractor(s) for repairs. The IT staff is responsible for

monitoring, troubleshooting, diagnosing and restoring all failures related to network equipment

(Ethernet Layer 3 Switches) at all District Six hub buildings and the Terremark NAP center.

The Consultant shall be responsible for the following IT hardware and software, consisting of, but

not limited to:

Table 1: SunGuide TMC IT Hardware Component List

Hardware Components

Equipment Description

Equipment Function

Manufacturer Model

Quantity Year of

Installation Anticipated Year of

Retirement Existing Warranty Details (Vendor

name, coverage, etc.)

BL460c G6 Servers

Network infrastructure

servers HP BL460c G6 18 2010 2016 Covered with HP until 5/31/2016

BL460c G7 Servers

Network infrastructure

servers HP BL460c G7 11 2011 2017 Covered with HP until 10/15/2016

BL460c G8 Servers

Sunguide, OTM and DB

servers HP BL460c G8 32 2014 2020 Covered with HP until 2016, 2017

DL360p G8 Servers

VideoWall backend

HP DL360p G8 16 2014 2020 Covered with HP until 7/2/2017

Blade Enclosures

Hosting G6, G7 and G8

blade servers HP C7000 5

2008, 2010, 2014

TBD Covered with HP until 2016, 2017

DL380p G4 Servers

CCNet application

HP DL380p G4 2

2016 No longer covered

Dell PowerEdge 2850 Server

CCNet DB Dell PowerEdge

2850 1 2006 2016 No longer covered


Hardware Components

Equipment Description

Equipment Function

Manufacturer Model

Quantity Year of

Installation Anticipated Year of

Retirement Existing Warranty Details (Vendor

name, coverage, etc.)


NAP server Dell PowerEdge



Vbrick server Dell PowerEdge


HP Z800 Workstations

(HDD) Miscellaneous HP Z800 8 2010 2016 No longer covered


(SSD) TMC staff HP Z800 15 2012 2017 Covered with HP until 3/25/2016


TMC staff HP Z820 15 2013 2018 Covered with HP until 11/20/2016


Control Room operations

HP Z440 44 2015 2020 Covered with HP until 5/01/2020

EliteBook 8770w Laptops

Training, visitors, IT

HP EliteBook 8770w

6 2013 2018 Covered with HP until 1/14/2016

Layer 3 switches 3750

series ITS network Cisco 3750 18 2006-2014 2015-2022 Covered with Cisco until 8/1/2016

TMC core switch

ITS network Cisco Nexus

7100 1 2013 TBD Covered with Cisco until

Layer 3 switches 4500

series ITS network Cisco 4500 2 2015 TBD

Covered with Cisco until 3/25/2018

SAN Storage TMC HP EVA 4400 1 2007 2017 Covered with HP until 2/29/2016

NAS Storage NAP HP X3800 G2 1 2011 2018 Covered with HP until 2/29/2016

Barracuda Spam filter

Email protection

Barracuda SF300

1 2014 2018 Covered with Barracuda until

7/12/2018

Firewall Network

protection Juniper SSG 550 1 2009 2019

Covered with Juniper until 12/31/2016

VPN Network

remote access Juniper MAG-

2600 1 2013 TBD

Covered with Juniper until 1/5/2016

Cisco AAA Cisco

authentication Cisco CSACS-

1121 1 2012 TBD Covered with Cisco until 9/8/2016

Tape Library Backups HP MSL4048 1 2015 TBD Covered with HP until 2/28/2018

Load Balancer Email system redundancy

Kemp LM-2600 1 2014 TBD Covered with Kemp until

9/18/2017

Table 2: SunGuide TMC IT Software List

Software Components

Software Name Function Version Licenses License

Expiration Date (if applicable)

Other Notes (Availability of documentation, software developer, etc.)

Orion NPM Network monitoring 10.2.1 2000 12/17/2015 Documentation available in Orion web site

Orion IPAM IP managing 2.0.1 4096 NA Documentation available in Orion web site

Websense Security

Internet access security

7.8.4 100 11/1/2016 Documentation available in Websense web site

Endpoint Protection

Antivirus 12.1.4 200 9/6/2016 Documentation available in Symantec web site

Backup Exec Backups 13 1 10/23/2016 Documentation available in Symantec web site

Total Validator HTML checker 8.5 1 8/18/2016 Documentation available in Vendor web site

LANSweeper System

administration 5.3.0.8 1 9/24/2017 Documentation available in LanSweeper web site

Various TMC Operations Software

TMC operations Documentation available upon request.


4.7.1 IT Services

The Consultant shall provide the necessary managerial, professional and technical staff to

operate and maintain the IT components of the FDOT District Six ITS program on a 24 hours a

day, 7 days a week, 365 days a year basis. It is the responsibility of the Consultant to

familiarize themselves with the daily activities and responsibilities of the SunGuide TMC’s IT

function. As a starting reference, the Consultant shall follow all of the IT services as

documented in the latest version of the FDOT District Six IT Services Standard Operating

Guidelines Version 1.0 (the latest version of the SOGs is part of this Agreement and attached as

Appendix “R”). Provisions for expansion of the IT services shall also be included in this Contract

as the functionality and responsibilities of the FDOT District Six ITS program expands.

The Consultant shall be responsible for all IT related components such as system hardware and

software; network systems and equipment; monitoring, upgrading and installing related and

non-related ATMS hardware and software. The Consultant shall provide system software and

hardware support to include scheduled maintenance, maintain records, produce reports, trouble

shoot failures, failure trend analysis and reconfiguration of IT systems.

The Department currently has several “third party” maintenance warranty and priority response

contracts covering critical IT infrastructure devices. The Consultant shall be responsible for

monitoring and recommending additions, deletions and modifications to these contracts.

The Consultant shall maintain detailed records of all IT hardware and software and provide

monthly reports to the Department. The Consultant shall develop, update and maintain IT

documentation to include hardware and software, operations and maintenance manuals, as well

as development and update of overall system operations and maintenance procedures and

guidelines.

The Consultant shall maintain detailed records of all IT equipment and cabling within in the IT

server room and IT equipment within the TMC building. The Consultant shall keep log of all

changes in the IT server room and the TMC building as new equipment is installed by them

and/or other third party contractors. The Consultant shall ensure that any changes in the IT

server room and TMC building are appropriately decaled and updated within the Department’s

IT asset inventory. The Consultant shall be fully aware of the Department’s asset management

inventory rule and guidelines. The Consultant shall proactively support the Department in

managing this aspect of maintaining the Department’s IT asset inventory.

The Consultant shall monitor all IT systems and all associated components, perform

maintenance tasks necessary to ensure optimum systems operations, to include system

backups, database administration, network monitoring/management and other activities per the

system manuals and common industry standards. The Consultant shall provide all corrective

and preventive maintenance services support for all systems, subsystems and components of

the IT systems. The Consultant shall provide system administration of all IT systems including

SunGuide® software and other TMC Operations software. This consists of, but is not limited to:

Add and delete system users.

Modify user privileges.


Perform and monitor system backups.

Perform system restoration for routine and disaster recovery backup.

Monitor performance, usage and capacity of all servers.

Perform orderly shut-down and re-start procedures as required including server re-boots to

resolve system lock-ups.

Monitor disk capacity, and database performance.

Maintain configuration and change management of all TMC IT systems.

Perform required software and firmware updates.

4.7.1.1 Minimum TMC IT Staffing Levels

At a minimum, the following positions shall be identified and scheduled for IT support:

IT Manager – full time on-site at the SunGuide TMC

Network Administrator – full time on-site at the SunGuide TMC

System Administrator – full time on-site at the SunGuide TMC

Software Engineer – full time on-site at the SunGuide TMC

Senior Software Engineer – part time (as needed)

IT Technicians – full time on-site at the SunGuide TMC (see Table below for

working hours)

Day of

Week

Minimum Number of

IT Technicians Duration

Monday

thru Friday 1

24 hours

Saturday 1 8:00 AM to 5:00 PM

On-call for remainder of the time

Sunday -- Shall be available on-call via phone and be on-

site within 1 hour of notification from the TMC

The Consultant shall provide after-hours (24/7) on-call support for all SunGuide IT systems and

be responsible for ensuring that all position are filled at all times. The IT Manager, System

Administrator, Network Administrator, Software Developer and IT Technicians are considered to

be critical staff and shall support the Department in performing after-hours on-call support for

the entire duration of the Contract.

The Consultant shall supplement the above required minimum levels of IT staff with additional

IT staff resources on a part-time or temporary basis, for pre-negotiated time periods, when

requested by the Department. The cost for any temporary, part-time IT staff resources will be

negotiated separately between the Consultant and Department.

4.7.1.2 Minimum TMC IT Technician Salaries

The Consultant shall employ qualified IT Technicians at a minimum hourly rate of



through verifiable sources (i.e. payroll registers, employee payroll checks, etc.).


4.7.2 IT Services Standard Operating Guidelines (SOG)


deliverable) the FDOT District Six IT Services Standard Operating Guidelines Version 1.0 to

ensure that they are as efficient and effective as possible. In addition, the Consultant shall

modify and maintain the existing FDOT District Six IT Services Standard Operating Guidelines

Version 1.0 as required conforming to the current status of ITS deployment, software systems,

TMC Policy and as a result of system performance analysis. Updates to the FDOT District Six

IT Services Standard Operating Guidelines Version 1.0 shall be approved by the Department

prior to implementation

4.7.3 Software Support

As part of the base services to the contract, the Consultant shall provide software related

support including but not limited to:

Maintaining and performing updates to the SunGuide® software and all other third party

software purchased and/or developed by the Department for the SunGuide TMC

Operations

Performing updates to existing Department owned/developed software

Implementing new commercially off-the-shelf available software to improve overall

performance of the SunGuide TMC operations.

The existing software that are part of the Contract are listed below. The Consultant shall refer to

the latest version of the FDOT District Six SOGs Volume 6.0 Control Room Operations for more

information on the various software and their applicability at the SunGuide TMC.

SunGuide® Software – developed by the FDOT Central Office to provide a common

software platform for TMC Operations across Florida. The SunGuide® Software has the

capability to control field devices (CCTV Cameras, DMS, Detectors, Ramp Signals, etc.),

collect event data, create performance measure reports, manage/dispatch Road Rangers,

post travel times on DMS, support express lanes operations, and provide center-to-center

communications, among other features. The Consultant shall be responsible for

administering, maintaining, updating, configuring and troubleshooting the SunGuide®

Software implementation at the SunGuide TMC. The Department is currently under contract

with the SunGuide® Software vendor at the FDOT Central Office for developing

enhancements, maintenance and troubleshooting software related issues. The Consultant

shall coordinate with the SunGuide® Software vendor for troubleshooting and rectifying any

SunGuide related issues, as they occur.

The FDOT SunGuide® software project websites (shown below) contain relevant software

related information that shall be reviewed as reference by the Consultant for gaining

familiarity with the SunGuide® software.

http://www.sunguidesoftware.com/

http://www.dot.state.fl.us/trafficoperations/its/projects_arch/sunguide.shtm

For any new SunGuide® software planned enhancements, the Consultant shall provide

technical support and guidance to the Department with review of SunGuide® Software

requirements developed by others or develop new requirements if requested by the

Department. The Consultant shall be responsible for coordinating, preparing, submitting,

http://www.dot.state.fl.us/trafficoperations/its/projects_arch/sunguide.shtm


and providing updates on the status of SunGuide® software enhancements requests, assess

the impacts of SunGuide® software enhancements on other FDOT District Six SunGuide

TMC software and provide recommendations to minimize such impacts.

The Consultant shall participate in conjunction with the Department at the Change

Management Board (CMB) meetings. The Consultant shall provide technical support and

guidance to the Department prior to each CMB meeting with regards to the SunGuide®

Software. The Consultant shall track the status of the action items resulting from the CMB

meetings impacting FDOT District Six. This activity shall include follow-up with the individual

and/or entity responsible for the action item. The Consultant shall assist the Department in

activities such as identifying the availability (or lack thereof) of requested information or

documents; developing information or documents; determining status of action items;

identifying the point of contact for the information and establishing contact with that

individual or entity.

The Consultant shall participate in conjunction with the Department at the SunGuide®

Software User’s Group (SSUG) meetings. The Consultant shall provide technical support

and guidance to the Department prior to each SSUG meeting with regards to the SunGuide®

Software. The Consultant shall track the status of the action items resulting from the SSUG

meetings impacting District Six. This activity shall include follow-up with the individual and/or

entity responsible for the action item. The Consultant shall assist the Department in

activities such as identifying the availability (or lack thereof) of requested information or

documents; developing information or documents; determining status of action items;

identifying the point of contact for the information and establishing contact with that

individual or entity.

Operations Task Manager (OTM) Software – developed by the FDOT District Six for the

TMC Operations to provide a common software platform for applications developed outside of

SunGuide® Software. The OTM Software has numerous dependencies to SunGuide® Software

that allows it to collect data, create performance measure reports, and manage miscellaneous

TMC operations tasks. The Consultant shall be responsible for administering, maintaining,

updating, configuring and troubleshooting the OTM Software for the duration of the

Contract.

Operator Quality Control (OpQC) Software – developed by the FDOT District Six to support

Quality Control (QC) of their daily reviews of events managed by the TMC Operations staff. It

also provides a web interface that allows operators to perform a self-check or real-time QC to

verify that events are being handled in accordance with the currently approved TMC’s SOGs.

The Consultant shall be responsible for administering, maintaining, updating, configuring

and troubleshooting the OpQC Software for the duration of the Contract.

Intranet & Road Ranger Driver Information System (RRDIS) Software - developed to

electronically store important information for TMC Staff and Road Ranger Contractors. It is a

central point for all reports, reference materials, notifications, Quick Reference Guide, Road

Ranger Schedules, and Road Ranger Driver Information. The RRDIS software was developed

by Florida International University (FIU). The Consultant shall be responsible for


administering, maintaining, updating, configuring and troubleshooting the Intranet and shall

coordinate with FIU for the RRDIS software related updates for the duration of the Contract.

Automated Vehicle Location (AVL) – the Department is currently under contract with an AVL

system vendor to furnish, install and maintain an AVL system (both software and hardware) for

tracking the location and status (i.e. stopped or moving) of Road Ranger vehicles. In addition,

this application imports position data directly into SunGuide AVL/RR Subsystem, which allows

the Road Ranger vehicle positions to be populated on the SunGuide Map. The Consultant shall

be responsible for coordinating with the AVL system vendor for maintaining the AVL system

software for the duration of the Contract.

TMC Connect – developed to serve as a central repository for public inquiries submitted to

participating agencies as related to 95 Express and any other services managed or to be

managed by the Department. The TMC Connect program is for use by any agencies authorized

to do so by the District. The Consultant shall be responsible for administering, maintaining,

updating, configuring and troubleshooting the TMC Connect program for the duration of the

Contract.

As optional services to the Contract, the Consultant shall develop new software (and related

efforts such as, requirements, testing plans, documentation, etc.) when requested by the

Department. The cost for developing any new software will be negotiated separately between

the Consultant and Department.

4.7.4 IT Systems Inventory

The Consultant shall be responsible for updating and maintaining the Department’s IT asset

inventory (including IT spare parts), using the Department’s asset management application

(currently, WiseTrack software is used to perform this function), as documented in the latest

version of the FDOT District Six IT Services Standard Operating Guidelines Version 1.0 and the

D6 TSM&O Office Inventory Procedures (Procedures are included in Appendix “S”). The SOGs

and Procedures detail the parts procurement process, parts reception and tracking process,

warehouse storage process, parts repair and warranty tracking software process, quality control

audits, surplus equipment list, five-year replacement plan projection list, software tracking list

and others.

4.7.5 IT Supplementary Deliverables/Submittals

The Consultant shall develop, maintain and submit annually (official annual deliverable) a

“five-year” replacement plan projection list for all IT hardware, software and services (obtained

by the Department from third party vendors). The intent of the list is to provide the Department

with a high-level planning overview of the budgetary needs for maintaining the SunGuide IT

systems.

The Consultant shall develop and submit an annual (official annual deliverable) IT hardware,

software and services list. The intent of the list is to provide more details regarding the

anticipated IT parts and services needs for the upcoming fiscal year, need by date, amount,

method of procurement, etc. The Consultant shall review, update and maintain this annual IT

hardware, software and services list current throughout the fiscal year.


The Consultant shall develop and submit an annual (official annual deliverable) surplus IT

equipment list for all IT hardware to be surplus. The Consultant shall review various technical

factors e.g. the age of the equipment, working condition, number of failures within the past year,

etc. in determining the surplus IT equipment list. The Consultant shall prepare the surplus IT

equipment list in accordance with the Department’s Surplus Property Disposal Procedures

(Topic No.:350-090-005-h).

Copies of sample five-year replacement plan projection list, annual IT hardware, software and

services list and surplus IT equipment list are included as reference documents in Appendix “T”.

4.7.6 TMC Video Wall System

The Department has upgraded the SunGuide TMC’s Video Wall system to use Activu software

vendor based video wall control system along with Mitsubishi video wall display cubes. The

Activu software vendor based video wall control system consists of both software licenses and

commercially off the shelf (COTS) available hardware equipment (e.g. servers, graphics cards,

Ethernet switches, monitors, computer peripherals, cables, etc.) that are located within the IT

Server Room.

For all TMC video wall system failures, the Consultant’s IT staff shall be primary first responder

and perform the initial diagnostics to determine the area of failure. Typically, there are three

areas of failures for the video wall system:

1) IT Equipment Failure: For any IT related equipment the Consultant shall perform the

necessary repairs and rectify the failure. The Consultant shall coordinate with the equipment

manufacturers for all warranty and service contracts.

2) Activu Software Failure: Currently the Department has a maintenance agreement until July

31, 2017 with the Activu vendor through the ITS Maintenance Contract. The Consultant

shall coordinate with the ITS Maintenance Contractor and the Activu vendor for failure

resolution as related for Activu software failures during this period. Starting August 1, 2017,

it is anticipated that the Department will obtain service maintenance agreement directly with

the Activu vendor and the Consultant shall assist the Department procuring this agreement

and in managing the agreement. After the new agreement is in effect, the Consultant shall

coordinate with the Activu vendor directly for failure resolution.

3) Video Wall Display Cubes Failure: Currently the Department has a warranty/maintenance

agreement until July 31, 2017 with the ITS Maintenance Contractor. The Consultant shall

coordinate with the ITS Maintenance Contractor and the Mitsubishi vendor for failure

resolution during this period. Starting August 1, 2017, it is anticipated that the Department

will obtain service maintenance agreement with the Mitsubishi vendor and the Consultant

shall assist the Department procuring this agreement and in managing the agreement. After

the new agreement is in effect, the Consultant shall coordinate with the Mitsubishi vendor

directly for failure resolution.

A copy of all existing video wall related agreements are included as Appendix “U”.

4.7.7 SunGuide Website Support

The sunguide.info web portal provides a one-stop ITS resource for the public, news media,

community leaders and transportation professionals. Sunguide.info provides links to various

transportation related websites, including, FDOT, 95 express, palmetto express, SunPass,


commuter services, amber alert, 826-836 construction project, Port Miami Tunnel and others.

Additionally, sunguide.info provides status of the various Department ITS projects, news

releases, photograph and videos of ITS services. The portal also offers several ways for the

public to respond directly to the Department regarding specific ITS projects, questions about

transportation services and make requests for touring the SunGuide TMC.

The Consultant shall administer, update, enhance and maintain the existing sunguide.info web

portal for the Department. The Consultant shall be responsible for all fixed and recurring costs

associated with hosting the sunguide.info web portal. The Consultant shall obtain and maintain

all necessary licenses.

The Consultant shall perform sunguide.info web portal website updates and maintenance as

documented in the latest version of the FDOT District Six Standard Operating Guidelines

(SOGs) Volume 1.0 Public Information.

4.8 ITS Utility Locates Services

The Consultant shall perform underground utility location work for the Department’s ITS infrastructure in

both Miami-Dade and Monroe Counties. The work shall include locating and marking the Department’s

communication and power infrastructure to prevent them from being cut or damaged. By providing this

service, the Consultant shall assist the Department in protecting its underground infrastructure and

comply with Chapter 556, Florida Statutes, known as the Underground Facility Damage Prevention and

Safety Act or “Sunshine 811” legislation. The Consultant shall register with the Sunshine 811 System

within 30 days of contract execution (the Consultant shall be responsible for all fixed and recurring costs

associated with Sunshine 811 System registration). A summary on the number of utility locates

performed by the SunGuide TMC during fiscal year 2014-2015 is included in Appendix “B” FDOT

District Six ITS Annual Report (Fiscal Year 2014-2015).

4.8.1 ITS Utility Location

The work shall include, but not be limited to:

The Consultant shall be responsible for locating and designating both existing and future

(installed during the duration of the Contract) subsurface utilities associated with the

ITS/TSM&O infrastructure.

The Consultant shall be responsible for performing utility locates application in accordance

with the latest edition of the Department’s Utility Accommodation Manual.

The Consultant shall perform utility locates when requested by Contractors and other

agencies/entities that will be constructing, maintaining, setting signs or surveying within the

area where the ITS utility is located. This coordination shall take place no less than forty-

eight (48) hours prior to any excavation as described in the Sunshine811 legislation.

The Consultant shall be responsible for providing all equipment, personnel, travel, supplies,

expertise, permits and incidentals necessary and/or required to perform the locating

services.

The Consultant shall be responsible for securing all necessary plans, plats, records and

other available data as provided by the Department to perform the utility location work.

The Consultant shall be responsible for providing all necessary traffic control devices, labor

and equipment in accordance with the Florida Department of Transportation Design

Standards when performing utility location work.

The Consultant shall be responsible for paying all expenses and acquiring of permits from


the city, county, local, state, federal or other public authorities that may be required for the

execution of the utility location work.

The Consultant shall be responsible for making arrangements with all excavators for locate

requests. All locate requests shall be processed within forty-eight (48) hours and all

excavator requests shall be proficient in the use of approved locating devices, methods,

markings procedures, communicating skills and record keeping.

The Consultant shall be responsible for providing new asset data, updating existing asset

data and providing responses using the Sunshine 811 System.

The Consultant shall be responsible for repairing/replacing or paying for the

repairing/replacing any damages to infrastructure that is the result of the Consultant’s failure

to properly “locate” and adhere to the provisions of this Contract.

The Consultant shall not place a limit of liability for repair costs related to the Consultant’s

failure to properly locate any Department ITS facility. The Consultant shall repair any

damaged ITS facility within 15 calendar days.

The Consultant shall be responsible for complying with all emergency locate requests from

third party contractors in accordance with Sunshine One ticket requirements.

The Consultant shall be responsible for meeting with other third party Contractors

requesting utility locates as necessary in the field to supplement the marking of utilities,

when requested by the Department.

The Consultant shall be responsible for providing utility locate and observation personnel to

be present in the field during construction excavations around ITS facilities when requested

by the Department.

The Consultant shall document all utility locating activities work performed on the Contract

and submit monthly reports to the Department for review and approval. In addition, the

documentation shall include digital photographs of the field conditions after completion of

the utility locate work.

4.8.2 ITS Design Tickets

Contractors and other agencies/entities that will be constructing, designing, maintaining, or

surveying within the area where the ITS utility is located submit design plans to the Department

for verifying any and all utility conflicts. The Consultant shall be responsible for coordinating,

reviewing, documenting and responding to all plans submitted to the ITS Office for utility conflict

review. The Consultant shall be responsible for marking-up such plans based on Department’s

“as-built” plans and identify all ITS related utilities and device locations (e.g. fiber optic

backbone, laterals, composite cables, electrical power drops, pull boxes, splice vaults, CCTV

cameras, cabinets, DMS structures, vehicle detection systems , ramp signals, etc.) along the

project limits.

The Consultant shall provide responses to all design ticket requests within 30 calendar days of

receiving such request. The Consultant shall be responsible for all US mail costs and other

related incidentals and costs to perform this service.

4.9 IT Data Architect Services (Traffic Operations Office and Construction Office)

FDOT Traffic Operations Office and Construction Office through a Statewide IT Technical Support Staff

Augmentation contract have developed the web-based database-driven applications shown below (a

brief description of these applications is included in Appendix “V”):

Lane Closure Information System (LCIS) – Traffic Operations Office


Correspondence Tracking Program (CTP) – Traffic Operations Office

Traffic Service Request (TSR) – Traffic Operations Office

Traffic Studies Information Management System (TSIMS) – Traffic Operations Office

Project File (ProFile) – Construction Office

The Consultant shall provide two (2) highly qualified IT professionals with the experience to perform the

duties and responsibilities of a Data Architect as defined by the IT industry to include Database

Administrator, Application Architect and Application Developer. FDOT shall require one IT professional

for the District Six Construction Office and the second IT professional for the District Six Traffic

Operations Office. These two (2) IT professionals will manage, operate, and maintain the web-based

applications identified above and develop new applications when requested by either the Construction

Office or Traffic Operations Office. Any maintenance or upgrade activities required to any of the

applications described above shall be performed by the Consultant during non-business hours or on the

weekends. The only exception to this requirement is in the event of an application crash during

business hours due to unforeseen circumstance.

4.9.1 IT Data Architect (Construction Office)

The Data Architect IT professional provided by the Consultant for the Construction Office shall

be the only person responsible for the ProFile application and there are no FDOT IT personnel

to support or assist the Consultant staff with this activity. Besides the knowledge and abilities

defined by the IT industry, the provided individual shall also have the following knowledge and

abilities:

Expert-level experience in data architecture, design and delivery;

Expert-level experience in the development of standards, procedures and rules in SQL

Server environment;

Experience with logical and physical data modeling and related tools;

Experience with managing and maintaining mid-sized data warehouse

databases;

Expert-level knowledge of SQL Server technologies (stored procedures; user

defined functions, triggers, fine-tuning indices);

Knowledge of Oracle technologies;

Expert-level experience with IIS;

Expert-level experience with Visual Studio;

Expert-level experience developing .NET Web Applications;

Expert-level experience developing User Controls;

Experience implementing Asynchronous JavaScript (AJAX) enabled controls

within ASP.Net Web apps;

Expert-level experience with Cascading Style Sheets, JavaScript;

Expert-level experience with Crystal Reports.

The IT Data Architect (Construction Office) professional shall report to Mr. Mikhail Dubrovsky (or

designee) at the Construction Office located at 1000 NW 111 Avenue, Miami, FL 33172. The IT

Data Architect professional shall be required to report to the assigned office Monday through

Friday (excluding holidays) and for a workday that will start at 8:00 AM and end at 5:00 PM. On

occasions, the workday may extend beyond this schedule at the discretion of the FDOT.


4.9.2 IT Data Architect (Traffic Operations Office)

The Data Architect IT professional provided by the Consultant for the Traffic Operations Office

shall be the only person responsible for the LCIS, CTP, TSR & TSIMS applications and there

are no FDOT IT personnel to support or assist the Consultant staff with this activity. Besides the

knowledge and abilities defined by the IT industry, the provided individual shall also have the

following knowledge and abilities:

Advanced-level experience in data architecture, design and delivery;

Advanced-level experience in the development of standards, procedures and rules in SQL

Server environment;

Experience with logical and physical data modeling and related tools;

Experience with managing and maintaining mid-sized data warehouse databases;

Advanced-level knowledge of SQL Server technologies (stored procedures; user defined

functions, triggers, fine-tuning indices);

Knowledge of Oracle technologies;

Advanced-level experience with IIS;

Advanced-level experience with Visual Studio;

Advanced-level experience developing .NET Web Applications;

Advanced-level experience developing Web Services

Advanced-level experience developing .NET MVC Applications;

Advanced-level experience developing User Controls;

Experience implementing Asynchronous JavaScript (AJAX) enabled controls within

ASP.Net Web apps;

Advanced-level experience with Cascading Style Sheets, Behaviors, JavaScript;

Advanced-level experience with Crystal Reports.

Advanced-level experience with SQL Server Reporting Services.

Advanced-level experience developing GIS Applications

The IT Data Architect (Traffic Operations Office) professional shall report to Mr. Ramon Sierra

(or designee) at the Traffic Operations Office located at 1000 NW 111 Avenue, Miami, FL

33172. The IT Data Architect professional shall be required to report to the assigned office

Monday through Friday (excluding holidays) and for a workday that will start at 8:00 AM and end

at 5:00 PM. On occasions, the workday may extend beyond this schedule at the discretion of

the FDOT.

4.10 Traffic Operations and ITS Engineering Services

The Department envisions the need during the course of this contract for professional engineering

services, technical analysis and support systems enhancement assistance related to SunGuide.

These optional services may include but are not limited to research and analysis, planning, design,

project development, system integrations, integrated security management systems, etc. Some of

the services that have been identified as a potential need of the Department are:

Training Support Services:

o Road Ranger Contractors, Florida Highway Patrol, FDOT Maintenance and other personnel

involved in incident response.

Additional Software Support Services:

o Developing, testing, integrating, upgrading and maintaining custom software to support


SunGuide TMC activities and functions.

o Software Concept of Operations (ConOps) development

o Software requirements development.

o Configuration management plan.

o Software design review.

o Software development plan.

o Software design document.

o Software test plan.

o Installation and cut over plan.

o Final system test plan.

Plans Review Services:

o Review and comment on plans submitted to the ITS Office by other entities, including

other FDOT Offices.

o Attend meetings related to plans review.

Additional TMC Operation Services:

o Develop Concept of Operations (ConOps)

o Conduct operational analysis and evaluations

ITS Reports and Analyses Services:

o Prepare before-and-after studies to evaluate the effectiveness of implemented ITS.

o Prepare cost effectiveness analyses of existing or proposed ITS initiatives.

Additional ITS Utility Location Services:

o Verifying the location of the Department’s ITS Utility in the “as-built” plans by locating

the fiber optic cable in the field.

o Verifying the location of the existing ITS Utility permanent route markers.

o Verifying the location of the Department’s ITS utilities within the ITS Facility

Management software.

Other Services:

o Assist the Department with development of different types of procurements, including

ITB, RFP, ITN and assorted public-private partnerships, including JPA, MOU, and MOA.

The Department shall request the Consultant’s services on an as-needed basis. There is no

guarantee that any or all of the services described will be assigned during the term of this

Agreement.

5.0 CONSULTANT PERFORMANCE RATINGS

Performance ratings shall be used to assess Consultant performance under this contract. Penalties will be

assessed monthly for non-compliance of individual requirements as outlined below. The Consultant shall

keep all appropriate/verifiable data to support the performance rating calculations during the duration of the

contract.

The Department reserves the right, at its discretion, to modify, remove or add performance measures,

criterion, requirement, and/or penalties/incentives at any time during the term of this contract. The


Consultant will be encouraged to develop and recommend any new performance measurement item or

standard that can be demonstrated to be directly traceable to improved performance of the transportation

system, safety of the system for incident responders and the public. All changes in performance

measurement standards and reporting are at the discretion of the Department.

5.1 Minimum Staffing Levels and Schedule

The Consultant shall adhere to the minimum staffing levels and schedule documented in the scope

of services, Sections: 4.1.1.1, 4.2.1.2, 4.3.1.2, 4.3.2.2, 4.4.1, 4.5.6, 4.6.1, 4.7.1.1, 4.9, 5.1. This

shall include all positions and number of required personnel, including managerial, professional and

support staff. Failure for the Consultant to comply with this requirement shall result in

penalties of $1,000 per occurrence, per position.

PERFORMANCE

MEASURE

CRITERION REQUIREMENT PENALTIES

Organizational / structural chart and schedule

Quarterly deliverable

Within 14 calendar days after the end of quarter

$250/day

5.2 TMC Operations Services (Freeways)

The Consultant shall perform Quality Control on all events managed in accordance with the latest

version of the SOG. The TMC Operations Error to Event Ratio monthly report shall be used for

evaluating this performance measure.

The Consultant shall compare the number of travel lane(s) blocking events that were potentially

signable versus the actual number of events signed on a monthly basis. The DMS Usage monthly

report shall be used for evaluating this performance measure.

Road Rangers shall be dispatched to all travel lane blocking events in accordance with the latest

version of the SOGs.

TMC Operators shall verify/confirm all travel lane blocking events via CCTV (where available) in

accordance to the latest version of the SOG, (i.e. event becomes “active” in SunGuideSM Software).

TMC Operators shall verify/confirm all travel lane blocking events in Monroe County in accordance

to the latest version of the SOG (i.e. event becomes “active” in SunGuideSM Software).

TMC Operators shall post messages via DMS for all travel lane blocking events in accordance to

the latest version of the SOG after event confirmation (i.e. DMS shall be posted after event

becomes “active” in SunGuideSM Software).

TMC Operators shall notify all appropriate agencies/entities of all travel lane blocking events in

accordance with the latest version of the SOG (i.e. appropriate notifications shall be made after

event becomes “active” in SunGuideSM Software).

The Consultant shall evaluate and update the TMC Standard Operating Guidelines Volume 6.0

Control Room Operations in accordance with Section 4.1.2.


The Consultant shall evaluate and update the TMC Control Room Staff Training and Certification in

accordance with Section 4.1.3.

PERFORMANCE

MEASURE


TMC Operator Error to Event Ratio

Monthly ratio for all TMC staff managing events

≤ 0.20 (travel lane blocking events)

$2,000/month

≤ 0.20 (non-travel lane blocking events)

$1,000/month

DMS Usage Monthly Percentage ≥ 95.00% $2,500/month

Road Rangers Dispatching

Monthly average for all travel lane blocking event

≤ 2 minutes from event detection

$1,000/month

Event Confirmation

≤ 2 minutes from event detection

$1,000/month

DMS Response Plan

≤ 3 minutes from event confirmation

$1,000/month

Notifications ≤ 7 minutes from event confirmation

$1,000/month

SOGs Annual Update – Department Approved Final Submittal

On November 30 each year

$500/day

Training and Certification

Annual Update – Department Approved Final Submittal

On January 31 each year $500/day

5.3 TMC Operations Services (Arterials)

The Consultant shall evaluate and update the FDOT District Six Arterial System Operating

Procedures in accordance with Section 4.2.2.

PERFORMANCE

MEASURE CRITERION REQUIREMENT PENALTIES

Operating Procedures

Annual Update – Department Approved Final Submittal

On December 31 each year

$500/day

5.4 Express Lanes and Ramp Signaling Services

The Consultant shall perform Quality Control on all events managed in accordance with the latest

version of the SOG. The TMC Operations Error to Event Ratio monthly report shall be used for

evaluating this performance measure.

The Consultant shall sign for all travel lane(s) blocking events on a monthly basis. The DMS Usage

monthly report shall be used for evaluating this performance measure.

Road Rangers and Incident Response Vehicles shall be dispatched to all travel lane blocking

events in accordance with the latest version of the SOGs.


TMC Operators shall verify/confirm all travel lane blocking events via CCTV (where available) in

accordance to the latest version of the SOG, (i.e. event becomes “active” in SunGuideSM Software).

TMC Operators shall post messages via DMS for all travel lane blocking events in accordance to

the latest version of the SOG after event confirmation (i.e. DMS shall be posted after event

becomes “active” in SunGuideSM Software).

TMC Operators shall notify the appropriate agencies/entities of all travel lane blocking events in

accordance with the latest version of the SOG (i.e. Appropriate notifications shall be made after

event becomes “active” in SunGuideSM Software).

SR 826/Palmetto Express (including Ramp Signaling) and 75 Express - Develop transition plan

from construction to operations. Develop Standard Operating Guidelines. Develop and deliver

necessary training to support operations.

PERFORMANCE

MEASURE


TMC Operator Error to Event Ratio

Monthly ratio for all TMC staff managing events

≤ 0.10 (travel lane blocking events)

$2,000/month

≤ 0.10 (non-travel lane blocking events)

$1,000/month

DMS Usage Monthly Percentage ≥ 100% $2,500/month

Road Rangers and IRV Dispatching

Monthly average for all travel lane blocking event

≤ 60 seconds from event detection

$1,000/month

Event Confirmation

≤ 60 seconds from event detection

$1,000/month

DMS Response Plan

≤ 90 seconds from event confirmation

$1,000/month

Notifications ≤ 4 minutes from event confirmation

$1,000/month

(1) Transition plan (construction to operations)

Department approved final submittal

12 months prior to commencement of tolling operations

$250/day

(1) Develop Standard Operating Guidelines (SOG)



$300/day

(1) Develop and deliver training



$500/day

(1) SR 826/Palmetto Express (including Ramp Signaling) and 75 Express

5.5 Incident Management Support Services

The Consultant shall evaluate and update the Incident Management Operations Standard Operating

Guidelines in accordance with Section 4.4.2.


The Consultant shall evaluate and update the TIM Procedural Plan in accordance with Section

4.4.3.

The Consultant shall conduct the Post Incident Analysis (PIA) meetings in accordance with section

4.4.4.

The Consultant shall conduct the Traffic Incident Management (TIM) meetings in accordance with

section 4.4.5.

The Consultant shall be responsible for conducting the FHWA TIM Self-Assessment in accordance

with section 4.4.5.1

The Consultant shall be responsible for continuing to develop and deliver the TIM Quarterly

Newsletter in accordance with section 4.4.5.2

PERFORMANCE


SOGs Annual deliverable – Department Approved Final Submittal

On August 31 each year $500/day

TIM Procedural Plan

Annual deliverable – Department Approved Final Submittal

On June 30 each year $250/day

PIA Meetings

Coordinate and conduct - as per section 4.4.4

As per section 2.11 $500/meeting

Agenda ≥ 7 calendar days prior to the meeting

$150/day

Minutes – as per section 2.11

≤ 14 calendar days after the meeting

$100/day

TIM Meetings

Coordinate and conduct - as per section 4.4.5

As per section 2.11 $2,000/meeting

Agenda - as per section 2.11

≥ 7 calendar days prior to the meeting

$250/day



$100/day

FHWA TIM Self- Assessment


≥ 5 calendar days prior to FHWA submittal deadline

$250/day

TIM Quarterly Newsletter

Quarterly deliverable – Department Approved Final Submittal

≤ 14 calendar days after the end of quarter

$250/day

5.5.1 Road Ranger Service Patrol Management

In accordance with the Road Ranger Contract Manager Standard Operating Guidelines, the

Consultant shall:

o Review and provide preliminary approval of the Road Ranger Contractors’

invoice(s), including preparing an invoice package with all supplemental information

for the Department’s approval.


o Prepare the Road Ranger Contractors’ performance evaluation on a monthly basis.

o Approve all new Road Rangers operators.

o Conduct monthly Road Ranger vehicle inspections for all District Six Road Ranger

vehicles.

o Conduct the monthly Road Ranger Contractor(s) meeting.

The Consultant shall evaluate and update the Road Ranger Contract Manager Standard

Operating Guidelines in accordance with Section 4.4.6.1.

PERFORMANCE


Invoices Each Occurrence

< 5 working days from invoice submittal by Road Ranger Contractors

$500/day

Performance Evaluation

Each Occurrence ≤ 10 calendar days after the end of the month

$100/day

New Road Ranger Operator Approval

Per Individual Applicant

< 5 working days from application submittal by Road Ranger Contractors

$100/day

Vehicle inspections

As per SOGs All vehicles monthly $1,000 per occurrence

Road Ranger Contractor(s) Monthly Meeting

Conduct meeting as per SOG

As per section 2.11 $500/meeting

Agenda - as per section 2.11

≥ 7 calendar days prior to the meeting

$150/day



$100/day


On September 30 each year

$500/day

5.5.2 Rapid Incident Scene Clearance (RISC) Management

In accordance with the RISC Invoicing and Cost Recovery Package Standard Operating

Guidelines (SOGs) Memorandum, the Consultant shall:

o Review and provide preliminary approval of the RISC Vendors’ invoice(s), including

preparing an invoice package with all supplemental information for the Department’s

approval.


The Consultant shall conduct annual RISC vehicle inspections for all District Six RISC

vehicles.

PERFORMANCE



< 5 working days from invoice submittal by RISC Vendor

$500/day

Vehicle inspections

As per SOGs Memorandum

All vehicles annually $2,500 per occurrence

5.5.3 Incident Response Vehicles Management and Operations

Refer to Appendix “L” – Incident Response Vehicle (IRV) Service Requirements, Section

8.5 Compensatory Adjustments for Non-Compliance.

5.6 Miscellaneous TMC Support Services

Review and provide preliminary approval of the invoice(s), including preparing an invoice package

with all supplemental information for the Department’s approval.

The Consultant shall evaluate and update the SunGuide TMC Hurricane Response Action Plan in


The Consultant shall evaluate and update the TMC Standard Employee Guidelines in accordance

with Section 4.5.5.

The Consultant shall evaluate and update the Standard Operating Guidelines Administration

Volume 3.0 in accordance with Section 4.5.6.

PERFORMANCE



< 5 working days from invoice submittal by Vendor

$500/day

TMC HRAP Annual deliverable – Department Approved Final Submittal

On May 15 each year $500/day

Standard Employee Guidelines


On March 31 each year $500/day

SOGs – Administration


On March 31 each year $500/day


5.6.1 Reporting Services

The Consultant shall submit Daily, Weekly, Monthly, Quarterly and Annual Reports in


5.7 ITS Public Information and Customer Service

The Consultant shall acknowledge and schedule all tour requests as per the Standard Operating

Guidelines Public Information.

The Consultant shall acknowledge and respond to all internal and external public information

inquiries (public, media, other agencies/entities, FDOT personnel, etc.) as per the Standard

Operating Guidelines Public Information.

The Consultant shall author and submit an article for the SunGuide Disseminator.

The Consultant shall develop and post two newsflash blurbs to the www.sunguide.info.

The Consultant shall develop and publish the “Road Ranger of the Month”.

The Consultant shall develop and publish the “What’s New @ the TMC” e-mail series.

The Consultant shall evaluate and update the Standard Operating Guidelines Public Information in


PERFORMANCE


Tour requests Acknowledge and schedule

≤ 2 working days from request

$100/day

Public information inquiries

Acknowledge ≤ 2 working days from inquiry

$200/day

Respond ≤ 5 working days from inquiry

$200/day

SunGuide Disseminator

Monthly deliverable ≤ 10th day of the month $150/day

PERFORMANCE


Daily Reports Each Occurrence Daily by 11 AM $50/day

Weekly Reports Each Occurrence By 11 a.m. Tuesday of following week

$100/day

Monthly Reports Each Occurrence ≤ 10 calendar days after the end of the month

$150/day

Quarterly Reports Each Occurrence ≤ 14 calendar days after the end of a quarter

$200/day

Annual Reports Annual deliverable – Department Approved Final Submittal

≤ 45 calendar days after the end of the Department’s fiscal year

$300/day


PERFORMANCE


Newsflash 1 Monthly deliverable ≤ 5th day of the month $100/day

Newsflash 2 Monthly deliverable ≤ 15th day of the month $100/day

Road Ranger of the Month

Monthly deliverable ≤ 10th day of the month $150/day

“What’s New @ the TMC”

Quarterly deliverable ≤ 14 calendar days after the end of a quarter

$200/day

SOGs – Public Information


On May 31 each year $500/day

5.8 TMC Information Technology (IT) Services

All “critical” IT Systems shall be available and operational 99.90% of the time (monthly average for

all “critical” IT Systems).

All “non-critical” IT Systems shall be available and operational 98.00% of the time (monthly average

for all “non-critical” IT Systems).

The Consultant shall evaluate and update the IT Services Standard Operating Guidelines in


The Consultant shall develop, maintain and submit a “five-year” replacement plan projection list for

all IT hardware, software and services.

The Consultant shall develop and submit an annual IT hardware, software and services needs list

for the upcoming fiscal year.

The Consultant shall develop and submit a surplus IT equipment list for all IT hardware to be

surplus.

PERFORMANCE


Critical IT Systems % Uptime Availability (monthly average)

≥ 99.90% $3,500/month

Non-Critical IT Systems

% Uptime Availability (monthly average)

≥ 98.00% $2,500/month

www.sunguide.info % Uptime Availability (monthly average)

≥ 98.00% $2,500/month


On November 30 each year

$500/day

Five-Year Replacement Plan


On December 15 each year

$250/day


PERFORMANCE


IT Software, Hardware and Service Needs


On July 15 each year $250/day

IT Surplus Annual deliverable – Department Approved Final Submittal

On July 15 each year $250/day

6.0 CONSULTANT RESPONSIBILITIES

The Consultant shall provide the services described in this Agreement through careful planning,

assignment, coordination, inspections, quality control, field operations, reporting, and other forms of

administrative management techniques that shall optimize the Consultant’s performance.

6.1 Project Management

The Consultant shall provide the Department with a Project Manager (full time on-site at the

SunGuide TMC) for the term of the Agreement. Any changes to the Consultant’s Project Manager

or any of the other indicated personnel in charge of the work shall be subject to review and approval

by the Department.

The Consultant Project Manager shall also be responsible for notifying the Department of any and

all emergencies and problems.

The Consultant Project Manager shall be available to meet with the Department’s Project Manager

at a mutually convenient time for both parties during regular “business hours” to discuss work

requirements prior to the Consultant assuming the responsibilities of this Agreement. This time

spent shall not be billable to the Department.

6.2 Sub-Consultant(s)

The Consultant shall be fully responsible for the satisfactory completion of all subcontracted work.

The Consultant shall be responsible for the management, scheduling, and administration of all Sub-

Consultant(s), including invoice processing and payment of the Sub-Consultant(s).

6.3 Pre-Work Conference

Before the Consultant begins providing the services described in this Agreement, there shall be a

meeting between the Department and Consultant staffs to coordinate the transition of the services

from the existing Consultant to the New Consultant. At this meeting, the Consultant shall provide its

Project Manager’s contact information including, but not limited to their work telephone number(s),

cellular phone(s). This time spent shall not be billable to the Department.

6.3.1 Transition Services

The Department expects the successful Consultant that wins this procurement to

transition services from the incumbent ITS Operations Consultant for the period noted in

the Consultant’s Technical Proposal. The Department shall provide the Consultant a

pre-established amount for the Consultant to perform the transition. This amount is not

intended to cover all the successful Consultant costs for this service.


If the amount provided is not sufficient to cover these costs, then the Consultant shall

build into all the other services being priced the difference in what is being provided and

what it will actually cost the Consultant.

6.4 Reference Checks, Law Enforcement Clearances and Background Checks

When requested by the Department, the Vendor shall provide documentation of reference checks, law

enforcement clearances and background checks performed on the Vendor’s employees assigned to

this contract.

All employees assigned to work onsite at the SunGuide TMC shall complete, and submit to the Joint

Task Force Manager of the FHP, the Joint Task Force (JTF) for Law Enforcement communications

application for security clearance to the State Law Enforcement Radio System (SLERS) prior to

providing services under the terms of this Agreement. The Vendor shall submit to the Department the

application results for all staff. Vendor’s staff not receiving security clearance to the SLERS system by

the JTF shall not provide onsite services under this Agreement. See Appendix “W” for further

information.

6.5 Progress Meetings

The Consultant Project Manager shall be required to meet with the Department’s Project Manager

for progress meetings throughout the term of the Agreement. Meetings shall be schedule on dates

agreed upon by the Consultant and the Department. The Department reserves the right to

schedule additional meetings at any time during the term of this Agreement. This time spent shall

not be billable to the Department.

6.6 TMC Building Security

Building security shall be established by the assignment of either security access cards or

conventional door keys, as determined by the Department. The Consultant shall be responsible to

ensure that all Consultant personnel are familiar with the appropriate use of keys and/or access

cards.

The Consultant is responsible for maintaining the keys and/or access cards in good working

condition. The Department shall replace lost keys and/or access cards at the Consultant expense.

The Consultant shall be responsible for ensuring that no exits or entrances are left open which may

result in unauthorized persons gaining access to the building (e.g. no doors should be left propped

open while unattended).

6.7 Safety

The Consultant is responsible for ensuring that all TMC equipment used by its personnel shall be

maintained in a safe and efficient manner in accordance with all local, state and federal laws,

regulations and guidelines pertaining to providing the required services.

The Consultant shall be responsible for ensuring that all its safety practices are in accordance with

applicable state, local, or federal regulations such as, but not limited to:

All applicable Florida Statutes and Florida Administrative Codes (F.A.C.) and any other

appropriate agency guidelines or recommendations.

All applicable sections for the CFR (Code of Federal Regulations).


OSHA (Occupational Safety and Health Administration).

Americans-With-Disabilities Act (A.D.A.).

All applicable sections of The Florida Department of Labor and Employment Security (FDLES)

Standard.

The Consultant is responsible for any injury to its personnel that may occur in performing any of the

contractual services being provided by the Consultant under this Agreement. At the conclusion of a

workday, the Consultant shall leave the work area clear of any safety hazard its personnel may

have created.

The Department assumes no liability for any equipment or personal belongings or effects left on

Department property/site overnight. The Consultant is solely responsible for the safety of all its

personnel.

If a safety hazard created by the Consultant has the potential to cause harm to life, property or

violate any rules or regulations such as, but not limited to, Americans With Disabilities Act (A.D.A.),

Occupational Safety and Health Administration (O.S.H.A.) or otherwise contained herein, the

Department may take immediate corrective action(s) as required, and the Consultant shall be

responsible for the direct and/or indirect costs associated with the Department’s costs for remedying

the safety hazard.

6.8 Timely Completion of Service

The Consultant by acceptance of this Agreement hereby guarantees that they shall comply with all

scheduled times and requirements as specified in this Agreement and any subsequent additions.

6.9 TMC Parking

The Consultant personnel & sub-consultant(s) shall park vehicles in the areas specified by the

Department. There shall be no parking at anytime in the handicapped parking spaces without the

required permit. Parking is not allowed on any grassy areas. The Consultant shall be responsible

for notifying their personnel of these regulations.

6.10 Notifications

Notifications of any changes to personnel or sub-consultant shall be in writing and signed by the

Consultant. This official notice may be delivered by hand or sent via certified mail to the following

address:

Florida Department of Transportation

Sunguide Transportation Management Center

1001 N.W. 111th Avenue

Miami, Florida 33172

At: TSM&O Program Engineer

If agreed to by the Department’s Project Manager, the Consultant may send notices for approval of

new personnel or sub-consultants via electronic mail.


6.11 Preservation of Department Property

The Consultant shall be responsible for any and all damages caused by its employees. In the event

that it is proven that the Consultant was a fault for any missing, defaced or destroyed Department

property due to neglect or non-observance of responsibility and/or procedure, the Consultant shall

be held liable and accept the responsibility for the replacement/repair of said Department property.

Examples may include, but are not limited to:

Failure to lock doors/gates

Non-observance of unauthorized personnel within Department premises.

Allowing unauthorized personnel to gain access to Department premises.

Failure to take appropriate action(s) for prevailing events such as fire, burglary or vandalism.

6.12 Consultant’s Personnel Requirement

The Consultant work shall be performed and/or directed by the key personnel identified in the

Consultant Technical Proposal.

Consultant personnel shall be courteous and conduct themselves in a professional manner at all

times.

The Consultant shall be responsible for providing competent and committed personnel who are

qualified, reliable and properly trained at appropriate levels of skill to perform the contractual

services described in this Agreement.

The Consultant shall utilize the methods and procedures described in its Technical Proposal to

ensure that the TMC is fully staffed at all times and the performance of the duties and

responsibilities described in this Agreement are being accomplished.

6.12.1 Personnel Appearance and Conduct

The Consultant shall provide uniforms for all personnel working at the SunGuide TMC

under this contract. Agreed upon shirts with collars (with the SunGuide logo), pants and

dress shoes are required (no jeans, cutoffs or sneakers). The Department shall approve

uniforms prior to Consultant usage. Personnel working at the SunGuide TMC under this

agreement shall wear clean and pressed uniforms at the start of each shift. All

personnel shall be well groomed. All personnel shall be required to wear a picture ID at

all times.

6.12.2 Monitoring of Personnel

The Consultant shall continuously monitor personnel performance as part of its own

management activity.

The Consultant shall ensure that its personnel restrict their access to only those

Department areas they are authorized to have access to as part of their work duties.

The Consultant shall guarantee to the Department that its personnel shall not spend

excessive time at any Department location socializing during work hours or when they

are off the clock.


6.12.3 Changes in Personnel

The Consultant guarantees that any personnel leaving their post/position during or

before the end of their shift without notification to the Consultant and/or the

Department’s Project Manager shall immediately be dismissed and replaced by another

qualified personnel.

The Consultant guarantees that any person who is found to have falsified records

including, but not limited to documentation of time worked, operations reports or any

other reports either written or verbal provided under this Agreement shall immediately

be dismissed and replaced by another qualified person.

The Department reserves the right to require the Consultant to relieve an employee from

duty, and/or bar an employee from further service under this Agreement, if it is the

opinion of the Department that the Consultant employee is not performing his/her duties

in accordance with this Agreement.

7.0 CONTRACT ADMINISTRATION

7.1 PERFORMANCE MEASURES

The Department has established “Performance Measures” for each of the service categories listed

in this. The Consultant shall be measured monthly on its ability to meet the performance criteria

established by the Department.

Failure by the Consultant to meet the Performance Measures established in this Agreement may

result in termination of this Agreement and the Consultant defaulted and placed in the Department’s

disbarment list.

7.2 CONSULTANT PERFORMANCE ASSESSMENTS

The Department shall conduct monthly performance assessments of the Consultant ability to meet

or exceed the Performance Measures established in this Agreement. The monthly evaluations shall

determine if there shall be a Consultant invoice reduction for not meeting the Performance

Measures.

7.3 Correction of Deficiencies

When deficiencies are indicated in a performance assessment, the Consultant shall immediately

implement remedial action to eliminate the deficiencies. Remedial actions may include further

training of the Consultant personnel (in scope and/or frequency), subdivision of staff responsibilities,

addition of staff, or replacement of personnel whose performance is considered inadequate.

7.4 Non-Compliance

If the Department determines that the performance of the Consultant is not satisfactory, the

Department shall take the actions described in the Standard Written Agreement.

8.0 SUSPENSION OF WORK

The Department may suspend the contractual services being provided by the Consultant as described in

this Agreement, wholly or in part, for such period or periods as may be deemed necessary due to natural

causes, or for other reasons deemed necessary by the Department.


Work shall also be suspended at the discretion of the Department at such time that the Consultant fails to

comply with any or all provisions in this Agreement.

The Consultant shall not be entitled to extra compensation or adjustments to the Agreement unit prices

because of suspension or deletion of work caused by the condition described in this section. Suspension of

Work shall be ordered by the Department in writing, giving the reason for the suspension. The monthly

invoice payments shall be adjusted accordingly.

9.0 DEPARTMENT RESPONSIBILITIES

The Department shall be responsible for the following, but shall not be limited to:

Provide a Project Manager to communication between the Consultant and the Department.

Conduct a Pre-Work Conference as described in Section 6.3 of this scope of services.

Available as emergency contact to the Consultant outside normal office hours.

Administer this Agreement to assure the Consultant is complying with the work described in this scope

of services.

Provide the Consultant with written correspondence indicating any deficiencies in performance.

10.0 SUNGUIDE TMC BUILDING/OFFICE/SUPPLY RESPONSIBILITIES

The Department shall provide TMC equipment/furnishings (i.e. video monitors, workstations, landline

telephones, consoles, chairs, tables) and utilities (i.e. air conditioning, lighting, electrical power) at the

SunGuide TMC at no cost to the Consultant. The Consultant will also have access to office space, fax

machines, telephones for SunGuide TMC business use.

The Consultant shall procure supplies and/or required services to deliver all services identified in this

Agreement. The supplies and/or required services to be procured include, but are not limited to, printer(s),

copier(s), scanner(s), vehicle(s), office supplies, computer paper, fax machine paper, computer printer

cartridges, computer tapes and disks, minor computer equipment and repairs, pens, pencils, etc.

The Consultant shall provide communications devices (voice, data and wireless cards) to all SunGuide

TMC staff that are required to have one (i.e. on-call personnel, field personnel). The Consultant shall

provide two (2) dedicated cellular phones to serve as “back-up” for the control room. The two dedicated

“back-up” cellular phones shall remain active in the control room at all times. The Consultant shall be

responsible for all fixed and recurring costs associated with the communications devices. The Consultant

shall obtain and maintain all necessary licenses.

The Consultant shall provide internet services for the SunGuide TMC IT network. The Consultant shall be

responsible for all fixed and recurring costs associated with the internet services. The internet service shall

meet the following minimal requirements:

10 Mb/s link

32 Public IPs (30 usable)

99.99% up time


11.0 RULES AND REGULATIONS

11.1 NON-SMOKING POLICY

There shall be no smoking within the Department’s buildings or vehicles

11.2 IDENTIFICATION

11.2.1 All Consultant personnel/sub-consultant(s) shall be required to wear the applicable

company markings/emblems/identifications identifying them as the Consultant

employees at all times while working in any Department location.

11.2.2 If work is to be perform by the Consultant personnel/sub-consultant(s) during regular

business hours, the Consultant personnel/sub-consultant(s) must sign in at the required

Department location and obtain Department identification in order to be admitted to any

Department location.

11.2.3 Any work performed during non-business hours must be coordinated with the

Department’s Project Manager who will be responsible for providing access to the

facilities.

11.2.4 No personnel will be allow to enter any Department location without identification.

11.3 USE OF EQUIPMENT/SUPPLIES (IF APPLICABLE)

11.3.1 The Consultant personnel/sub-consultant(s) shall not utilize any equipment/supplies

provided by the Department for uses other than intended under this Agreement.

11.3.2 The Consultant shall ensure that any Department equipment/supplies shall be use and

maintain in strict accordance with all applicable Department’s policies and procedures

and various Standard Operating Guidelines.

12.0 PROPERTY OF THE DEPARTMENT

The Consultant guarantees that upon termination of any personnel under this Agreement that they shall

bear the responsibility of immediately returning all Department property (if applicable) to the Department. In

the event that the Consultant is unable to return the said items they shall notify the Department and bear

any costs associated with ensuring the security of the Department.


Appendix A

D6 ITS Center Line mileage information, District Six ITS infrastructure Maps, Road Ranger Service Patrol Maps


Appendix B

FDOT District Six ITS Annual Report (Fiscal Year 2014-2015)


Appendix C

FDOT District Six Standard Operating Guidelines (SOGs) Volume 6.0 Control

Room Operations


Appendix D

TMC Control Room Staff Training and Certification


Appendix E

FDOT District Six Arterial System Operating Procedures and SW 8 Street ASCT

Pilot Project systems engineering documentation


Appendix F

Incident Management Operations SOGs


Appendix G

TIM Procedural Plan


Appendix H

TIM Quarterly Newsletter


Appendix I

Contract # B-DW05


Appendix J

FDOT District Six Road Ranger Contract Manager SOGs


Appendix K

RISC Invoicing and Cost Recovery Package Standard Operating Guidelines

Memorandum


Appendix L

Incident Response Vehicle (IRV) Service Requirements


Appendix M

SunGuide TMC HRAP


Appendix N

Sample Reports


Appendix O

TMC Standard Employee Guidelines


Appendix P

Standard Operating Guidelines Administration Volume 3.0


Appendix Q

Standard Operating Guidelines Public Information Volume 1.0


Appendix R

FDOT District Six IT Services Standard Operating Guidelines Version 1.0


Appendix S

District Six TSM&O Office Inventory Procedures


Appendix T

Samples: five-year replacement plan projection list, annual IT hardware, software

and services list and surplus IT equipment list


Appendix U

Video Wall Related Agreements


Appendix V

Traffic Operations Office and Construction Office Database Application

Descriptions


Appendix W

Joint Task Force (JTF) for Law Enforcement communications application for

security clearance to the State Law Enforcement Radio System (SLERS)

EXHIBIT “A”, SCOPE OF SERVICES - · PDF fileRFP-DOT-15/16-6149SD-REBID Exhibit A...

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Transcript of EXHIBIT “A”, SCOPE OF SERVICES - · PDF fileRFP-DOT-15/16-6149SD-REBID Exhibit A...