Sources and processes contributing to nitrogen deposition in

TEXAS DEPARTMENT OF TRANSPORTATION

GENERAL SERVICES DIVISION

SPECIFICATION NO. TxDOT 961-41-20 DATED: JULY 2006

GIS INVENTORY OF OUTDOOR ADVERTISING SIGNS

USING GPS, IN SUPPORT OF THE FEDERAL HIGHWAY BEAUTIFICATION ACT

PUBLICATION

This specification is a product of the Texas Department of Transportation (TxDOT). It is the practice of TxDOT to support other entities by making this specification available through the National Institute of Governmental Purchasing (NIGP). This specification may not be sold for profit or monetary gain. If this specification is altered in any way, the header, and any and all references to TxDOT must be removed. TxDOT does not assume any liability when this specification is used in the procurement process by any other entity.

1. SCOPE: This solicitation is a Request for Offer (RFO) for service to provide GIS data collection for an inventory of outdoor advertising of off-premise signs located along Interstate and Federal-Aid Primary Federal Highway Beautification Act (HBA) of 1965 controlled highways in the State of Texas. The end results of the work product for the pilot project will be imported into the TxDOT HBA database. It is TxDOT’s expectation that the initial pilot program be completed within six months. Upon successful completion, TxDOT may expand this project to include other state locations. The desired location(s) of the work for the pilot will be identified on the solicitation document.

2. ACRONYMS

2.1. ANSI – American National Standards Institute

2.2. BAFO – Best and Final Offer

2.3. CD – Compact Disc

2.4. DUI – Driving Under the Influence

2.5. DWI – Driving While Intoxicated

2.6. DWUID – Driving While Under the Influence of Drugs

2.7. EDM – Electronic Distance Meter

2.8. FTP – File Transfer Protocol

2.9. HUB – Historically Underutilized Business

2.10. HUD – Heads Up Display

2.11. NMEA – National Marine Electronics Association

2.12. OAS – Outdoor Advertising Sign

2.13. PM – Project Manager

2.14. POC – Point of Contact

2.15. POCN – Purchase Order Change Notice

2.16. RMS – Root Mean Standard (Standard Deviation)

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2.17. ROW – Right of Way Division

2.18. RTCM – Radio Technical Commission for Maritime Services

2.19. SBAS – Satellite Based Augmentation System

2.20. SQL – Structured Query Language

2.21. SSF© – Standard Storage Format

2.22. VDC – Volts Direct Current

2.23. WAAS – Wide Area Augmentation System

3. DEFINITION OF TERMS

3.1. ACT – Texas Transportation Code, Chapter 391, concerning beautification of a regulated highway.

3.2. CERTIFIED CITY – A municipality which has been certified by TxDOT to control all aspects of outdoor advertising within its incorporated city limits.

3.3. COMMISSION – Texas Transportation Commission

3.4. DATA DICTIONARY – A data dictionary is the format by which one organizes and collects data for a GIS or a database. Allows a user to collect information on objects of interest (features) and further describes these features with detailed information called attributes.

3.5. ERECT – To construct, build, raise, assemble, place, affix, attach, ember, create, paint, draw, or in any other way bring into being or establish.

3.6. FREEWAY – A divided highway with frontage roads or full control of access. A proposed freeway is designated as a freeway for the purposes of this subchapter when the construction contract is awarded, regardless of whether the main-traveled way is open to the public.

3.7. INTERSTATE HIGHWAY SYSTEM – That portion of the national system of interstate and defense highways located within the state of Texas which now or hereafter may be so designated officially by the Commission and approved pursuant to 23 United States Transportation Code §103.

3.8. MAIN-TRAVELED WAY – The traveled way of a highway which carries through traffic. In the case of a divided highway, the traveled way of each of the separate roadways for traffic in opposite directions is a main-traveled way. The main-traveled way does not include such facilities as frontage roads, turning roadways or parking areas.

3.9. OFF-PREMISE SIGN – A sign whose message does not refer to a commercial activity or business located on the same property.

3.10. OUTDOOR ADVERTISING OR SIGN – An outdoor sign, display, light, device, figure, painting, drawing, message, plaques, placard, poster, billboard, logo, symbol or other device which is designed, intended or used to advertise or inform, when any part of the advertising or information contents is visible from any place on the main-traveled way of a regulated highway.

3.11. PERMIT – Authorization granted for either the erection or maintenance of an outdoor advertising sign as provided in the ACT, §391.068.

3.12. PERSON – Individual, association, partnership, limited partnership, trust, corporation or other entity.

3.13. PRIMARY SYSTEM OR FEDERAL-AID PRIMARY SYSTEM – Portion of connected main highways which were designated by the Commission as the federal-aid primary system in existence on June 1, 1991 and any highway which is not on that system, but which is on the National Highway System.

3.14. REGULATED HIGHWAY – Highway on the interstate highway system or primary system.

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3.15. SIGN FACE – The part of the sign which contains the message or informative contents and is distinguished from other parts of the sign and other sign faces by separating borders or decorative trim. It does not include lighting fixtures, aprons, and catwalks unless they display part of the message or informative contents of the sign.

3.16. SIGN STRUCTURE – All of the interrelated parts and materials, such as beams, poles, braces, apron, catwalk or stringers which are used, designed to be used or are intended to be used to support or display a sign face.

4. APPLICABLE LAWS AND STANDARDS: The vendor shall follow all applicable laws and regulations necessary to perform the services pertaining to the service requirements, including, but not limited to the following:

4.1. Texas Government Code 612, Section 612.002 of Texas Statutes

4.2. Code of Federal Regulations (CFR 49)

4.3. 23 United States Code Annotated Section 131, Highway Beautification Act of 1965

4.4. 23 Code of Federal Regulations, Part 750

4.5. 1972 Federal State Agreement

4.6. ACT

4.7. Title 43 Texas Administrative Code

4.8. State Purchasing Act Subtitle D, Title 10, Texas Government Code

5. BACKGROUND: TxDOT, operating pursuant to the HBA, regulates off-premise outdoor advertising along interstate and federal aid primary highways in Texas. This regulation includes locations, size, height and lighting of the structures. Federal regulations require that all states obtain a yearly inventory of outdoor advertising structures located within a particular state. Outdoor advertising inventorying has been previously assigned to individual districts with no standard method to perform the inventory. This solicitation is the culmination of an internal TxDOT research project initiated to determine whether the inventory function can be performed more efficiently by an outside source.

6. REFERENCES: Respondent shall submit references (for all identical and similar services (which are alike in size and scope) that verify the qualifications and experience requirements for services completed within the past five years. References shall illustrate respondent’s ability to provide the services outlined in the specification. References shall include name, POC, telephone number, and dates services were performed. The response will be disqualified if TxDOT is unable to verify qualification and experience requirements from the respondent’s references. The response may be disqualified if TxDOT receives negative responses. TxDOT will be the sole judge of references (Ref. Schedule 1 – Company References, Schedule 2 – PM Profile and References, and Schedule 3 – Project Team Member Profile and References).

7. RESPONDENT QUALIFICATIONS: The respondent shall:

7.1. Be an established company regularly engaged in the business of providing crews, supervisory staff, equipment, and business support for GIS data collection services using GPS mapping-grade survey equipment for a minimum of three years within the last five years. Recent start-up businesses do not meet the requirements of this solicitation.

7.2. Have a minimum of five years in business within the last seven years.

7.3. Have the qualifications and experience to produce the required data including, but not limited to, GPS data and original high-quality digital color photographs for importation into the TxDOT HBA database via FTP.

7.4. Be in good financial standing, not in any form of bankruptcy, current in payment of all taxes and fees such as state franchise fees and and not be involved in any litigation related to the subject matter of this specification.

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SPECIFICATION NO. TxDOT 961-41-20 DATED: JULY 2006 8. RESPONDENT PERSONNEL QUALIFICATIONS: Vendor shall provide the following key personnel:

8.1. PM QUALIFICATIONS: The PM shall:

8.1.1. Have a minimum of three years experience within the last five years, in managing GIS data collection using GPS mapping-grade equipment.

8.1.2. Be a permanent staff member for a minimum of one year within the last year.

8.1.3. Have a minimum of three years field experience within the last five years, as a manager or lead technician performing GIS data collection using GPS mapping-grade survey equipment, databases, and ESRI ARCview or similar software.

8.1.4. Be skilled and experienced in creating digital photography records for identical or similar surveys.

8.1.5. Have a valid driver license acceptable in the state of Texas.

8.1.6. Have skill in FTP, and the use of email and the Internet.

8.2. PROJECT TEAM MEMBERS: Project Team Members shall:

8.2.1. Have a minimum of one year of field experience within the last year and the necessary qualifications to perform work assignments required by the specific services for the purchase order, including but not limited to basic data entry skills and GIS data collection using GPS mapping grade equipment.

8.2.2. Have skill in creating digital photography records for similar surveys.

8.2.3. Have the ability to communicate orally and in writing.

8.2.4. Have a valid driver license acceptable in the state of Texas.

9. VENDOR REQUIREMENTS: The vendor shall:

9.1. Adhere to the TxDOT Terms and Conditions, identified on the solicitation.

9.2. Provide employees with the knowledge and experience to perform the required services within the specified time frame.

9.3. Own or have access to all equipment and instrumentation required for work performed under the purchase order which shall remain available for the duration of the purchase order.

9.4. Maintain an office in the Austin, Texas, Metropolitan Area with a minimum of one full-time employee. If not currently established in Texas, the office shall be established within 60 days after purchase order award.

9.4.1. The office shall remain open a minimum of 35 hours per week, within the hours of 8:00 a.m. – 5:00 p.m. CT, Monday through Friday, excluding state and federal holidays.

9.4.2. Office hours shall be posted near the main entrance and be visible at all times.

9.5. Maintain a toll-free number at the vendor’s office to answer questions and receive complaints. The phone shall be equipped to record incoming messages and inform the public of office hours.

9.5.1. The vendor shall provide written copies of all complaints to TxDOT within 24 hours after receipt.

9.5.2. All complainants shall receive a written response from the vendor and complaints shall be resolved within three working days, with copies of the resolution forwarded to TxDOT.

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9.6. Ensure all employees have current and valid driver licenses acceptable in Texas and obey all traffic laws of the state of Texas. Employees shall not be eligible to drive with:

9.6.1. Any DWUIDs, DUIs, or DWIs on driving record within the past three years.

9.6.2. Three or more moving violations on driving record within the past three years.

9.7. Ensure employees are neatly attired and well-groomed at all times. Tank-tops, shorts, and cut-offs are not allowed.

9.8. Ensure employees treat the traveling public in a courteous and professional manner.

10. SAFETY: Vendor shall provide:

10.1. Provide all safety equipment which shall include, but not be limited to, TxDOT approved white hardhats, reflective safety vests and a communication device. Steel-toed footwear shall be worn in the field at all times.

10.2. Steel-toed footwear and white safety hard-hats shall be ANSI approved.

10.3. Safety vests shall meet or exceed the current specifications for quality and visibility factors used by TxDOT.

11. PM REQUIREMENTS: The PM shall:

11.1. Be a permanent staff member for the life of the project and make the inventory for outdoor advertising signs his or her first priority and primary responsibility. The PM shall serve as a constant primary POC for TxDOT.

11.2. Coordinate closely with ROW’s designated TxDOT representative in regard to the inventory locations, and any problems or concerns.

11.3. Ensure any change in project management made by the vendor is approved in writing in advance by TxDOT.

11.4. Attend scheduled meetings with TxDOT personnel as and whenever requested by TxDOT.

12. PERSONNEL CONTINUITY AND REPLACEMENT

12.1. The vendor agrees to ensure the continuity of the PM and project team members assigned to the project. The vendor represents and warrants the PM and project team members shall be available for the entirety of the project and shall remain available throughout the term of the purchase order.

12.2. TxDOT recognizes events beyond the control of the vendor such as the death, physical or mental incapacity, long-term illness, or the voluntary termination of employment of the PM or a project team member, will require that the vendor propose a replacement. In the event such a replacement is necessary, vendor agrees no replacement person shall begin work on the project without prior written approval from TxDOT.

12.3. If TxDOT determines the PM or a project team member are unable to perform in accordance with the service requirements or to communicate effectively, the vendor shall immediately remove that person.

12.4. Replacement personnel shall meet minimum qualifications, have experience comparable to the person they are replacing and be provided at no additional cost to TxDOT. A profile and references will be requested for the replacement. TxDOT may reject the replacement if references or past working performance is questionable or unfavorable. TxDOT will be the sole judge of the qualifications of the proposed replacement person.

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SPECIFICATION NO. TxDOT 961-41-20 DATED: JULY 2006 13. SERVICE REQUIREMENTS AND DELIVERABLES: The vendor shall:

13.1. Ensure the GIS data collection for the inventory process utilizes GPS mapping-grade survey equipment to gather the geographic coordinates of each sign. Vendor shall:

13.1.1. Use a reflectorless distance measurement device to gather data such as the size of the sign face, distance from the right of way, height of the structure, and include dated digital photographs of three views of the structure.

13.1.2. Provide the collected data which will be used by TxDOT to populate portions of the internal ROW HBA database, in a downloadable format which will be added to the existing TxDOT database.

13.2. Provide the service in the districts or areas identified by TxDOT (Ref. Attachment A - Statewide District Map). Each area shall be completed by the vendor before moving to another. Should the data be flawed, the vendor shall re-shoot the area where the flawed data was gathered and re-gather the data in accordance with the specification if necessary, at no extra cost to TxDOT. The decision to declare the data flawed, will be at the sole discretion of TxDOT.

13.3. Provide all personnel, labor, material and equipment to perform GIS data collection with GPS mapping-grade equipment and digital photography services.

13.4. Obtain geographic coordinates for each sign location permitted by TxDOT along all interstate and federal-aid primary highways within specified TxDOT districts. The designated highways shall exclude portions within those municipalities designated as certified cities by TxDOT.

13.5. Provide the service during regular working hours, 8:00 a.m. to 5:00 p.m., CT, Monday through Friday excluding state observed and federal holidays, and:

13.5.1. Be available by phone and email for communications with TxDOT during regular working hours.

13.5.2. Provide office telephone access for communicating with TxDOT during the specified working hours.

13.5.3. Provide cell phone number(s) for communicating with TxDOT from the field during specified working hours.

13.5.4. Provide Internet access for receiving and transmitting deliverables as identified in the specification.

13.6. WORK PLAN: The respondent shall:

13.6.1. Submit Schedule 4 – Work Plan, detailing the anticipated start date, duration, and the completion date of data gathering for each TxDOT district. The work schedule shall include:

13.6.1.1. TxDOT District Name.

13.6.1.2. Total number of sign locations to be surveyed per week.

13.6.1.3. Duration in weeks to complete district sign inventories.

13.6.1.4. Anticipated date each month when the data will be transmitted to TxDOT.

13.6.1.5. Anticipated completion date of each district.

13.6.2. The above work plan shall be submitted with the response, however the final dates and locations shall be decided upon as the project progresses, at the discretion of TxDOT. Vendor shall be prepared to accept flex dates at the sole discretion of TxDOT.

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13.6.3. Submit weekly written updates of planned work locations to TxDOT, the week before the work is planned.

13.7. DIGITIAL PHOTOGRAPHS AND REQUIREMENTS: Vendor shall provide a minimum of three date and time-stamped, digital color photos via FTP per permitted outdoor advertising site location. The subject matter of the photograph shall comprise no less than 80% of the photo area.

13.7.1. The three photos shall be comprised of and include the following:

13.7.1.1. One photograph of each face of the outdoor advertising structure.

13.7.1.2. One photograph of the entire structure.

13.7.1.3. One photograph of the back of the structure.

13.7.2. Format the Image filename for easy reference to structure location.

13.7.3. JPEG format.

13.7.4. Minimum Resolution 640 x 480 pixels

13.7.5. Standard digital camera small file size resolution

13.7.6. Each photo shall contain:

13.7.6.1. Time and date stamp.

13.7.6.2. Latitude and longitude stamp.

13.7.6.3. Text information including.

13.7.6.4. Permit Plate number.

13.7.6.5. Highway name.

13.7.6.6. HBA control section number.

13.7.7. File size for each billboard shall not exceed 2MB.

13.7.8. Photos shall be provided via FTP or CD to TxDOT, at the time of database submissions. FTP submission is preferred. (Ref. Para. 7.3 and 8.1.6).

13.7.9. Include all image filenames in a database which will include reference information including, but not limited to, the permit number, latitude, and longitude coordinates for each billboard image taken.

13.8. DATA: Deliver all data collected for outdoor advertising structures inventoried during the preceding month via FTP or CD to TxDOT ROW and the applicable TxDOT district office by the fifth calendar day of each month. The data shall be formatted per TxDOT specifications in an electronic comma delimited ASCII text file format. The raw GPS data in SSF© file or equal format, and corrected GPS data files in COR file format shall also be part of the deliverables.

13.8.1. Virus Free Data: TxDOT will scan the data files for viruses, for completeness and accuracy. If a virus is found, the data will be returned to the vendor. The vendor shall resubmit the data files certified virus free, at no additional cost to TxDOT.

13.8.2. TxDOT will send written approval or disapproval of the collected data and photographs to the vendor. If TxDOT determines any deliverables to be incorrect or incomplete, the files will be returned within ten working days to the vendor. The vendor shall correct the data and resubmit the data to TxDOT, virus free, at no additional cost to TxDOT.

14. COMPATIBILITY TESTING: Prior to beginning the service, all software and hardware shall be tested by the vendor to demonstrate compatibility with the TxDOT HBA database, which is an SQL database.

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SPECIFICATION NO. TxDOT 961-41-20 DATED: JULY 2006 15. SIGN INVENTORY LOCATION REQUIREMENTS: The vendor shall:

15.1. Only exit from the main-traveled highway lane to the unimproved shoulder if necessary. Access to the sign shall be from frontage roads whenever possible.

15.2. Not park vehicles in such a manner as to create a hazard to the traveling public. TxDOT approved cones, flags or other appropriate traffic control warning devices shall be employed when vendor’s vehicles are parked on the right of way. Vendor shall comply with the Manual of Uniform Traffic Control Devices which is available online at http://www.dot.state.tx.us/trf/mutcd.htm.

15.3. Only occupy state right of way and shall not travel upon private property to obtain data. If adequate data cannot be obtained from state right of way, the circumstance shall be noted under the appropriate sign permit number.

16. VENDOR EQUIPMENT REQUIREMENTS

NOTE: ALL EQUIPMENT SHOWN BELOW IN PARAGRAPHS 15 THROUGH 15.4.3.3, IS LISTED MERELY TO SHOW EXAMPLES OF THE TYPES OF EQUIPMENT WHICH MAY BE USED TO PROVIDE THIS SERVICE:

16.1. TRIMBLE© PRO XRS GPS RECEIVER WITH PATHFINDER® OFFICE SOFTWARE: Used to collect data in the Geographic Coordinates WGS 84. Pathfinder Office software may be used by the vendor to process the data and vendor shall export the data into an ASCII-delimited file.

16.2. Data shall be collected in one second intervals and post processed to achieve sub-meter accuracy using code based processing. A minimum of ten epochs shall be collected for each individual billboard, which will be averaged together to store one vertex per billboard.

16.3. The use of the SBAS, formally known as WAAS, will not give the sub-meter accuracy required and shall not be used for data logging purposes.

16.4. Data shall be exported in geographic coordinates – latitude and longitude in the North American Datum 1983.

16.4.1. GPS Pathfinder Pro XRS Standard System

16.4.1.1. Twelve channel integrated GPS/Beacon/Satellite Differential receiver with Everest multipath rejection technology.

16.4.1.2. Integrated GPS/Beacon/Satellite Differential antenna

16.4.1.3. GPS Pathfinder Office software

16.4.1.4. TSC1 Data Collector with Asset Surveyor software, if not available from the manufacturer, the GeoExplorer Series data collector with Terrasync software will function the same.

16.4.1.5. Compatible with laser rangefinders and other electronic sensors

16.4.1.6. Ergonomic backpack carrying system

16.4.1.7. NMEA output

16.4.1.8. RTCM input/output

16.4.1.9. Base/rover data logging modes

16.4.1.10. Three-meter antenna cable

16.4.1.11. 4 rechargeable system batteries (provide 8 hours of field use)

16.4.1.12. Battery charger and AC power supply

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16.4.2. Data Collector Specifications

16.4.2.1. Trimble TSC1 Asset Surveyor Firmware Version 4.03 or 5.0

16.4.2.2. Logging memory 2 MB of DRAM (working memory)

16.4.2.3. 2 MB of flash disk (data storage) memory or removable PC card, enough for 60,000 GPS positions. (9 hours at 1 second) (15 hours at 5 seconds)

16.4.3. Pro XRS GPS Receiver Specifications

16.4.3.1. Integrated/Beacon/Satellite differential

16.4.3.1.1. General – 12 channel, tracking, L1/CA code with carrier phase filtered measurement and multi-bit digitizer

16.4.3.1.2. Update rate – 1 Hz

16.4.3.1.3. Accuracy (RMS) – Satellite Differential transmissions less than 1 meter horizontal – a measure for the variability of the positions calculated by the GPS receiver

16.4.3.1.4. MCORR400 – utility that runs inside of the GPS receiver to assist with GPS point accuracy

16.4.3.1.5. Differential correction – 50 cm + 1 ppm on a second-by-second basis (Horizontal), Sub-meter + 2 ppm on a second-by-second basis (Vertical)

16.4.3.1.6. Carrier phase processing – 30 cm + 5 ppm with 5 minute tracking satellites, 20 cm + 5 ppm with 10 minutes tracking satellites, 10 cm + 5 ppm with 20 minutes tracking satellites, 1 cm + 5 ppm with 45 minutes tracking satellites (Optional)

16.4.3.1.7. RTCM Beacon – Indicates where RTCM is coming from (external or internal to the receiver

16.4.3.1.8. Radio transmission – Better than 1 meter

16.4.3.1.9. Autonomous accuracy – 100 meters (2dRMS)

16.4.3.1.10. Time to first fix – 30 seconds, typical

16.4.3.1.11. Power –7 watts maximum, 10 to 32 VDC

16.4.3.2. Integrated GPS/Beacon antenna: General – Circular polarized; omni-directional; hemispherical coverage

16.4.3.3. Integrated GPS/Beacon/Satellite differential antenna: Same as the Integrated GPS/Beacon Antenna

16.5. ATLANTA ©ADVANTAGE CE® LASER RANGEFINDER

16.5.1. A portable tripod, monopod, yoke, and data collector bracket to allow the user to measure an offset position of the sign in latitude and longitude coordinates from within the ROW.

16.5.2. Used to measure distance, and area calculations for sign verification of sign permit compliance.

16.5.3. May include or be similar to the following Atlanta Advantage CE Laser Rangefinder Standard System Laser specifications:

16.5.3.1. Reflectorless rangefinder (EDM)

16.5.3.2. Heads-up display (HUD) targeting

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16.5.3.3. 5 MB memory via appropriate type II slot

16.5.3.4. Two self-contained eight hour NiCad batteries

16.5.3.5. RS-232 serial port

16.5.3.6. Maximum range 1850 meters (6070 feet)

16.5.3.7. Range accuracy 0.10 meters

16.5.3.8. Range resolution 0.1 meters

16.5.3.9. Inclination accuracy +/- 0.1 degrees

16.5.3.10. Bearing accuracy +/- 0.5 degrees

16.5.3.11. Repeatability +/- 0.3 degrees

17. VENDOR SOFTWARE REQUIREMENTS: The vendor shall utilize ESRI© ARCView® GIS software. Data shall be downloadable into the current TxDOT HBA database.

17.1. Shall be used for HBA data collection, and shall be provided with documentation.

17.2. Shall not be altered or modified in any way. Alterations will corrupt the data export and migration to the HBA database.

18. DATA DICTIONARY

18.1. Shall be used for HBA data collection, and be provided with documentation by the vendor.

18.2. Shall not be altered or modified in any way by the vendor, as alterations will corrupt the data export and migration to the HBA database.

19. BILLBOARD MEASUREMENT TECHNIQUE REQUIREMENTS: The vendor shall use the following techniques for billboard measurements.

19.1. MEASURE ROW OFFSET DISTANCE: The right of way offset distance shall be measured from an object on the right of way perpendicular to the billboard.

19.2. MEASUREMENTS SHALL BE ROUNDED TO THE NEAREST FOOT

19.2.1. Shoot edge of billboard closest to presumed right of way.

19.2.2. Shoot object from right of way.

19.3. MEASURE STRUCTURE HEIGHT AT TOP AND BASE OF BILLBOARD WITH LASER

19.3.1. Measurements shall be taken from the base of the pole (if the sign is a monopole), to the top of the sign structure vertically level with the pole.

19.3.2. Signs with multiple poles shall be measured from the base of any pole to the top of the structure vertically level with the pole. In the event there is an obstruction at the base of the sign pole, a point horizontal to the base of the sign shall be measured.

19.4. MEASURE GRADE HEIGHT: Grade height is the height of the billboard above the roadway. Measure from the edge of pavement perpendicular to the billboard to the top of the billboard.

19.4.1. Shoot top of billboard.

19.4.2. Shoot roadway centerline.

19.5. MEASURE SIGN FACE HEIGHT WITH LASER: This measurement shall include the borders and trim, but exclude the sign structure or supports.

19.5.1. Shoot top corner of billboard face.

19.5.2. Shoot bottom corner of billboard face.

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19.6. MEASURE SIGN FACE WIDTH WITH LASER: This measurement shall include the borders and trim but exclude the sign structure and supports. Shoot left and right edges of billboard face at either top or bottom.

19.7. Measure latitude and longitude of point offset to OAS with GPS mapping equipment.

19.8. The precision of the data shall be no less than five places after the decimal for latitude and longitude values.

20. TXDOT RESPONSIBILITIES: TxDOT will provide:

20.1. An inventory and maps of all interstate and federal aid primary HBA-controlled highways within a specific county in the TxDOT system. The inventory will include:

20.1.1. Sign permit numbers.

20.1.2. Permit issue date.

20.1.3. Sign numbers.

20.1.4. Control number for roadway.

20.1.5. Milepoint (approximated).

20.1.6. County.

20.1.7. Side of road location of sign.

20.1.8. Direction of travel from which the sign is read.

20.1.9. Sign height, width, and description which may not be accurate.

20.1.10. Permit issue date

20.2. The POCs and the appropriate email addresses for each district to be inventoried.

20.3. A top-level system overview and instructional training, if necessary, in regard to the existing TxDOT software for the HBA program as a whole.

20.4. Coordination for access and schedules with the vendor to complete the tasks described in the solicitation requirements.

20.5. Active participation in the project to assure success of the project.

20.6. A listing of certified cities located within the districts.

20.7. A designated TxDOT POC for each area inventory location, during the term of the purchase order.

21. UNPERMITTED SIGNS: Should the vendor find an un-permitted outdoor advertising sign(s) that meets the service criteria (Ref. Para. 1), and falls under HBA guidelines, the same service may be applied, if requested by TxDOT. This may enable TxDOT to exercise its right of oversight in regard to the un-permitted sign, and ensure the owner seeks a permit for the sign(s).

22. TRAVEL: All travel and per diem costs shall be included in the price offered for the service.

23. CONFLICT OF INTEREST: The vendor, vendor’s employee(s) and subcontractors shall not own an interest, whether personal or corporate, or be engaged in the business of outdoor sign advertising.

24. DATA DELIVERY AND INTELLECTUAL PROPERTY RIGHTS: Vendor shall deliver all data which shall be downloadable into the existing ROW database, which is indigenous and internal to TxDOT ROW only.

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SPECIFICATION NO. TxDOT 961-41-20 DATED: JULY 2006 25. COPYRIGHT: Vendor shall not assert rights at common law or in equity or establish any claim to

statutory copyright in any material or information developed in performance of the services authorized. TxDOT will have the right to use, reproduce, or distribute any or all of such information and other materials without the necessity of obtaining any permission from vendor and without expense and charge.

26. SUBCONTRACTING: Subcontracting is allowed under the following circumstances.

26.1. Subcontractors providing service under the purchase order shall meet the same requirements and provide the same service and level of experience as required of the vendor.

26.2. No subcontract under the purchase order shall relieve the primary vendor of responsibility for the services.

26.3. The vendor shall be the only contact for TxDOT and subcontractor(s).

26.4. The vendor shall maintain all project management, schedules, performance and responsibilities for subcontractors. The vendor shall be held solely responsible and accountable for the completion of all work for which the vendor has subcontracted.

26.5. TxDOT reserves the right to request the removal of vendor’s subcontractor staff deemed unsatisfactory by TxDOT.

26.6. Subcontracting shall be at the vendor’s expense.

26.7. Solicitations over $100,000. When subcontracting opportunities have been identified by TxDOT or the respondent plans to subcontract all or a portion of the work, the respondent shall identify the proposed subcontractor(s) at the time of response submittal. The required forms with video instructions can be found at the following website:

http://www.tbpc.state.tx.us/hub/forms/hubsubcontplan.html

26.8. TxDOT retains the right to check subcontractor's background and make a determination to approve or reject the use of submitted subcontractor(s). Any negative responses may result in disqualification of the subcontractor.

27. CANCELLATION AUTHORIZATION: The vendor may cancel the purchase order resulting from this proposal, without penalty, by providing 90 calendar days written notice to TxDOT. Should the vendor cancel the contract prior to the conclusion date, ownership and rights to all sign inventory collected by the vendor shall immediately pass to and vest to TxDOT on the effective date of termination and the vendor shall not be entitled to any compensation for work completed after the date of cancellation. TxDOT may cancel any resulting purchase order per 43 TAC, Chapter 25, Subchapter G, in accordance with the TxDOT Terms and Conditions identified on the solicitation.

28. INVOICING REQUIREMENTS: A monthly invoice shall be completed with all required documentation and mailed to the address shown on the purchase order and shall include the following:

28.1. Purchase order number.

28.2. Date and location of the service.

28.3. Itemized charges for each district.

28.4. Field notes for any problems encountered on a sign, identified in the notes.

28.5. If requested, the SSF© or equal file created during the GPS survey for any location. File shall show date and time of GPS measurement and shall be viewable by TxDOT. These files shall be unaltered.

29. RESPONSE SUBMISSION: Failure by the respondent to submit the documentation listed below will disqualify the respondent from further consideration. The response submission shall be submitted in the following format:

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29.1. GENERAL FORMAT: The respondent shall submit one signed and dated original (marked Original) and four copies (marked Copy). The submission shall be in separate loose leaf binders on one sided 8-1/2 x 11-inch paper, sections shall be tab indexed corresponding to the sections below. Plastic spine-bound or wire bound submittals are highly discouraged. Include only the information specified for each section.

29.2. ORIGINAL RESPONSE: The original response shall include the following:

29.2.1. Section 1 – Request for Offer (RFO): Signed and dated original response. If Addendums are issued as part of this solicitation, include the original signed and dated addendums in Section 1.

29.2.2. Section 2 – Company Qualifications, Profile, and History: (Ref. Para. 7): This section shall include the following and be limited to 2 pages:

29.2.2.1. A brief profile (summary) of the company’s qualifications, including but not limited to the company name, address, phone number, legal status. (i.e., corporation, partnership, etc.)

29.2.2.2. Number of years in business.

29.2.2.3. Name, phone number and email address of the person TxDOT should contact with any questions to the response submission.

29.2.2.4. Name and title of person signing the response.

29.2.2.5. Statement that company is in good financial standing, not in any form of bankruptcy, current in payment of all taxes and fees. (Ref. Para. 7.4)

29.2.3. Section 3 – Respondent Personnel Qualifications: (Ref. Para. 8): Respondent shall provide references and profiles (Ref. Schedules 2 and 3).

29.2.4. Section 4 – Work Plan: The respondent shall include a work plan (Ref. Para. 13.6).

29.2.5. Section 5 – Demonstration of Capability: Include the following:

29.2.5.1. Brief description of related or similar services performed within the last three years.

29.2.5.2. Staff size and percentage of time dedicated by PM to the project.

29.2.5.3. Equipment owned or to be utilized, or both.

29.2.6. Section 6 – Company References (Ref. Schedule 1).

29.2.7. Section 7 – HUB Subcontracting Plan (if applicable).

30. COPIES: The 4 reproduced copies (marked Copy) shall include only the following tab indexed sections:

30.1. SECTION 2 – COMPANY PROFILE AND HISTORY.

30.2. SECTION 3 – RESPONDENT PERSONNEL QUALIFICATIONS, PROFILES AND REFERENCES.

30.3. SECTION 4 – WORK PLAN.

30.4. SECTION 5 – DEMONSTRATION OF CAPABILITY OF THE RESPONDENT TO PROVIDE THE SERVICE.

30.5. SECTION 6 – COMPANY REFERENCES.

31. RESPONSE EVALUATION: Only complete responses with the required submittal documents listed above (Ref. Attachment B – Response Minimum Submittal Requirements), will be considered. Failure to meet the minimum requirements will result in a response being declared non-responsive.

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31.1. STEP 1 – INITIAL EVALUATION: A TxDOT evaluation committee will evaluate and score each response based on established criteria. (Ref. Attachment C – Respondent Evaluation Matrix). Respondents shall not contact members of the evaluation team. Responses will be evaluated according to the respondent’s ability to best satisfy TxDOT requirements and scored based on the best value criteria detailed in the TxDOT Terms and Conditions identified on the solicitation document and the following:

31.1.1. Responsiveness to the service requirements and level of service proposed.

31.1.2. Past experience in successfully providing this service.

31.1.3. Personnel strengths based on resumes submitted as they relate to this specification.

31.1.4. Respondent qualifications and response submission information will comprise 60 percent of the evaluation total.

31.1.5. Pricing submitted for the solicitation requirements will be 40 percent of the evaluation total.

31.2. STEP 2 – ORAL PRESENTATION AND DISCUSSION: TxDOT may request that selected respondents give a presentation to TxDOT. The purpose of the presentation is to demonstrate the type of public awareness program the respondent can develop and to aid in determining whether the respondent is the most qualified on the basis of creativity and expertise. TxDOT will advise each respondent in writing of the location of the presentation and of their scheduled presentation date and time. A minimum of two weeks notice will be given to the respondent(s) who qualify for the oral presentation phase.

31.2.1. The purpose of the presentation is to demonstrate the respondent’s expertise in accordance with the solicitation requirements and as presented in the submittal. This presentation will aid in determining whether the specific vendor is qualified on the basis of ability, responsiveness, and effectiveness.

31.2.2. TxDOT will provide top scoring respondents with a time period and date upon which the respondent will provide the oral presentation. The respondent shall provide a presentation which shall include an insight into the respondent’s company and its abilities, a recommended approach and methodology for the project, and an explanation of the submitted work plan.

31.2.3. A TxDOT evaluation committee will evaluate and score each presentation. All responses will be evaluated according to the respondent’s ability to best satisfy TxDOT’s requirements. Respondents should be prepared to address any questions that may be asked by TxDOT evaluators.

31.2.4. Respondent should include any key personnel in the presentation.

31.2.5. Oral Presentation Evaluation Criteria: Oral presentations will be evaluated using established criteria. (Ref. Attachment D – Oral Presentation Evaluation Criteria.)

31.3. STEP 3 – BEST AND FINAL OFFER (BAFO): After oral presentations, TxDOT reserves the right to continue discussions or negotiations with selected respondent(s). TxDOT may determine to award the purchase order for the service without requesting a BAFO, if it is in the best interest of TxDOT. TxDOT reserves the right to request a BAFO from selected respondent(s). The respondent(s) shall submit a final price and any added value or incentives in writing to TxDOT. If more than one respondent reaches this level, the negotiated terms, references, BAFO, and best value will be considered in the award, but TxDOT will make the final determination on what is the best value and solution for TxDOT.

32. AWARD: TxDOT reserves the right to award a purchase order to the company that provides the best service and value to TxDOT in performance of this service. may include, but is not limited to:

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32.1. BEST VALUE: TxDOT will be the sole judge of best value. Best value criteria may include, but is not limited to:

32.1.1. Responsiveness to the solicitation service requirements.

32.1.2. Experience in successfully providing services in GIS data collection, using GPS mapping-grade survey equipment.

32.2. TYPES OF AWARDS

32.2.1. Multiple Awards: A multiple award is the award of multiple purchase orders for the same line item(s) from a single solicitation to two or more vendors to provide the same or similar goods or services.

32.2.2. Split Awards: Award of separate line items on a single solicitation to different vendors resulting in two or more purchase orders.

33. POST AWARD MEETING: Vendor(s) shall attend a post award meeting with TxDOT, in Austin, Texas or a specified area, within 10 calendar days after the award of the purchase order. The purpose of the meeting is to discuss the terms and conditions of the purchase order and to provide additional information regarding work orders, which shall be executed by both parties, wherein vendor(s) shall identify specific goals, strategies and activities planned for meeting particular program area objectives.

34. TRANSITION: At the termination date of the purchase order, the current vendor(s) shall cooperate fully, with subsequent vendor(s), to transfer all publications, documents, property, equipment, other material in which TxDOT retains ownership right, and any other material related to work under the current purchase order. During this transition period, this purchase order may be extended for an additional 60 to 90 days at the same terms and conditions to allow for the transition of all TxDOT data, material and education of purchase order requirements to the new vendor(s) and to allow the current vendor time to complete any project(s) in progress.

35. CONTRACT ADMINISTRATION: Upon issuance of purchase order, TxDOT will assign an individual who will be the designated TxDOT division representative for each purchase order. The designated TxDOT representative’s primary objective is contract administration, which includes, but is not limited to, the following:

35.1. Monitoring the vendor’s progress and performance and ensuring services conform to established specification requirements.

35.2. Meeting with the vendor as needed to review progress, discuss problems, and consider necessary action.

35.3. Identifying a breach of contract by assessing the difference between contract performance and non-performance.

35.4. Other areas as identified by the Texas Building and Procurement Commission State of Texas Contract Management Guide, latest edition.


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STATEWIDE DISTRICT MAP (Provided for Informational Purposes Only)

ATTACHMENT A


ATTACHMENT B

RESPONSE MINIMUM SUBMITTAL REQUIREMENTS (Provided For Informational Purposes Only)

COMPANY: _____________________________________ SUBMITTAL CONTENT: The response submittal documentation shall be returned with one complete set with the signed original response (specify as original) and three complete sets of copies (specify as copy). Each set of the submittal shall be in three ring binders (no spiral backs) and be tab indexed. Respondent shall provide information in the following order with their submittal.

TABS MINIMUM SUBMITTAL DOCUMENTS YES NO NOTES

Section 1 Signed and Dated Response

Section 2 Company Qualifications Profile and History (Experience Summary)

Section 3 Respondent Personnel Qualifications, Profiles and References (Schedules 2 and 3)

Section 4 Work Plan

Section 5 Demonstration of Capabilities: – Brief description of related or similar services performed

within the last three years. – Staff size. – Equipment owned or to be utilized, or both.

Section 6 Company References (Schedule 1)

Section 7 HUB SUBCONTRACTING Plan (If required on the response document)

Verified by:

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SCHEDULE 1

COMPANY REFERENCES

INCLUDE ONLY REFERENCES FOR WHICH PROJECTS WERE COMPLETED WITHIN THE LAST FIVE YEARS.

Respondent Name:

Client Name:

Street Address:

City: State: Zip Code:

Name of Person to Contact:

Telephone Number: ( ) - FAX Phone No: ( ) -

Project Description:

Project start and end dates:

Work Location Description:

Number of Project Team Members assigned: Number of PMs assigned:

Client Name:

Street Address:








THIS PAGE SHALL BE RETURNED WITH THE RESPONSE. FAILURE TO RETURN THE REQUIRED ITEMS WITH THE RESPONSE WILL RESULT IN THE DISQUALIFICATION OF THE RESPONSE.

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SCHEDULE 1

COMPANY REFERENCES – CONTINUED

INCLUDE ONLY REFERENCES FOR WHICH PROJECTS WERE COMPLETED WITHIN THE LAST FIVE YEARS.

Client Name:

Street Address:








Client Name:

Street Address:








THIS PAGE SHALL BE RETURNED WITH THE RESPONSE. FAILURE TO RETURN THE REQUIRED ITEMS WITH THE RESPONSE WILL RESULT IN THE DISQUALIFICATION OF THE RESPONSE.

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SPECIFICATION NO. TxDOT 961-41-20

DATED: JULY 2006

SCHEDULE 2

PM PROFILE AND REFERENCES

Respondent Name: The respondent shall complete one profile not to exceed 2 pages for each proposed PM to be assigned to this purchase order. TxDOT reserves the right to reject the PM if references or past working performance are questionable or unfavorable. PM Information Response Area Full Name: Number of years employed by respondent. (8.1.2) Number of years field experience (8.1.3) Have valid Texas driver license (Ref. Para. 8.1.5). The PM is a qualified GIS field supervisor? (Ref. Para. 8.1.3)

PM Qualifications and Requirements # yrs exp. How/Where obtained

Number of years experience in management of GPS data procurement using GPS mapping-grade technology. (Ref. Para. 8.1.2).

Have knowledge and skill using referenced or equal equipment,(Ref. Para. 8.1.3).

Have knowledge and skill in regard to entering data into databases similar to the HBA database specified (Ref. Para. 8.1.3).

Number of years using ESRI ARCview or similar GIS software (Ref. Para. 8.1.3).

Familiar with the electronic transmission of electronic data files (FPT) using the internet and email (Ref. Para. 8.1.6).

Have skill in and knowledge of digital photography, for GPS identification (Ref. Paras. 8.1.4 and 13.7).

Reference #1

Name of Organization: Business Address: Business City: Business State: Zip Contact Person Name: Contact Person Title: Phone Number: Fax Project Title:


Project Start Date: Project End Date Client Comments:

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DATED: JULY 2006

SCHEDULE 2

PM PROFILE AND REFERENCES – CONTINUED

Reference #2

Name of Organization:

Business Address: Business City: Business State: Zip Contact Person Name: Contact Person Title: Phone Number: Fax

Project Title:


Project Start Date: Project End Date

Client Comments:

Reference #3 Name of Organization: Business Address: Business City Business State Zip Contact Person Name: Contact Person Title: Phone Number: Fax Project Title:


Project Start Date: Project End Date Client Comments:

THESE PAGES SHALL BE RETURNED WITH THE RESPONSE. FAILURE TO RETURN THE REQUIRED ITEMS WITH THE RESPONSE WILL RESULT IN REJECTION OF THE RESPONSE

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DATED: JULY 2006

SCHEDULE 3

PROJECT TEAM MEMBER PROFILE AND REFERENCES

Respondent Name: The respondent shall complete one profile not to exceed 2 pages for each proposed project team member to be assigned to this purchase order. TxDOT reserves the right to reject the project team member if references or past working performance are questionable or unfavorable.

Project Team Member Information Response Area

Full Name. Number of years employed by respondent. (Para. 8.2.1). Have valid driver license acceptable in Texas (Ref. Para. 8.2.4).

The project team member is a qualified PM? (Ref. Para. 8.1 through 8.1.6).

Project Team Member Qualifications and Requirements # yrs exp. How/Where obtained

Number of years experience in compiling and gathering GIS field data services using GPS mapping-grade technology (Ref. Para. 8.2.1).

Number of years field experience for similar projects (Ref. Para. 8.2.1).

Have a valid driver license acceptable in the State of Texas (Ref. Para. 8.2.4).

Have basic data entry skills (Ref. Para. 8.2.1). Have basic digital photography skills (Ref. Para. 8.2.2).

Reference #1



Project Title:

Project Description: Type of Work: Project Start Date: Project End Date

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SPECIFICATION TxDOT 961-41-20 DATED: JULY 2006

SCHEDULE 3

PROJECT TEAM MEMBER PROFILE AND REFERENCES – CONTINUED Reference #2



Project Title:


Type of Work: Project Start Date: Project End Date

Client Comments:

Reference #3



Project Title:


Type of Work: Project Start Date: Project End Date Client Comments:

THESE PAGES SHALL BE RETURNED WITH THE RESPONSE. FAILURE TO RETURN THE REQUIRED ITEMS WITH THE RESPONSE WILL RESULT IN REJECTION OF THE RESPONSE

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SCHEDULE 4

WORK PLAN (VENDOR SHALL PROVIDE WITH SUBMISSION)

THIS PAGE SHALL BE RETURNED WITH THE RESPONSE. FAILURE TO RETURN THE REQUIRED ITEMS WITH THE RESPONSE WILL RESULT IN REJECTION OF THE RESPONSE

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