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RFP-DOT-15/16-6149SD-REBID Exhibit A Scope of Services Page 1 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
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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.
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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.
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(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
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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).
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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.
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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
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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
During the duration of this contract, the Consultant shall evaluate and update (official annual
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
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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
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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
Consultant shall provide proof of compliance with these minimum rate requirements
through verifiable sources (i.e. payroll registers, employee payroll checks, etc.)
4.2.2 FDOT District Six Arterial System Operating Procedures
During the duration of this contract, the Consultant shall evaluate and update (official annual
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.
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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
At a minimum, the following positions shall be identified and scheduled for
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
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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
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 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
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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
At a minimum, the following positions shall be identified and scheduled for
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
Consultant shall provide proof of compliance with these minimum rate requirements
through verifiable sources (i.e. payroll registers, employee payroll checks, etc.)
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)
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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).
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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)
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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.
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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
$27.00 for the duration of the contract. At the discretion of the Department, the
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Consultant shall provide proof of compliance with these minimum rate requirements
through verifiable sources (i.e. payroll registers, employee payroll checks, etc.)
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
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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”):
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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
below (samples of these reports are included in Appendix “N”):
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
below (samples of these reports are included in Appendix “N”):
FDOT District Six ITS Annual Report(1)
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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
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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
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4.6.2 Standard Operating Guidelines (SOG) Public Information
During the duration of this contract, the Consultant shall evaluate and update (official annual
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
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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
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Hardware Components
Equipment Description
Equipment Function
Manufacturer Model
Quantity Year of
Installation Anticipated Year of
Retirement Existing Warranty Details (Vendor
name, coverage, etc.)
Dell PowerEdge 2950 Server
NAP server Dell PowerEdge
2950 1 2008 2016 No longer covered
Dell PowerEdge 1950 Server
Vbrick server Dell PowerEdge
1950 1 2008 2016 No longer covered
HP Z800 Workstations
(HDD) Miscellaneous HP Z800 8 2010 2016 No longer covered
HP Z800 Workstations
(SSD) TMC staff HP Z800 15 2012 2017 Covered with HP until 3/25/2016
HP Z820 Workstations
TMC staff HP Z820 15 2013 2018 Covered with HP until 11/20/2016
HP Z440 Workstations
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.
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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.
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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
$23.00 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.).
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4.7.2 IT Services Standard Operating Guidelines (SOG)
During the duration of this contract, the Consultant shall evaluate and update (official annual
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,
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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
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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.
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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,
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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
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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
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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.
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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
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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
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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.
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The Consultant shall evaluate and update the TMC Control Room Staff Training and Certification in
accordance with Section 4.1.3.
PERFORMANCE
MEASURE
CRITERION REQUIREMENT PENALTIES
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.
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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
CRITERION REQUIREMENT PENALTIES
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)
Department approved final submittal
9 months prior to commencement of tolling operations
$300/day
(1) Develop and deliver training
Department approved final submittal
3 months prior to commencement of tolling operations
$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.
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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
MEASURE CRITERION REQUIREMENT PENALTIES
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
Minutes – as per section 2.11
≤ 14 calendar days after the meeting
$100/day
FHWA TIM Self- Assessment
Annual deliverable – Department Approved Final Submittal
≥ 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.
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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
MEASURE CRITERION REQUIREMENT PENALTIES
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
Minutes – as per section 2.11
≤ 14 calendar days after the meeting
$100/day
SOGs Annual deliverable – Department Approved Final Submittal
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.
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The Consultant shall conduct annual RISC vehicle inspections for all District Six RISC
vehicles.
PERFORMANCE
MEASURE CRITERION REQUIREMENT PENALTIES
Invoices Each Occurrence
< 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
accordance with Section 4.5.3.
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
MEASURE CRITERION REQUIREMENT PENALTIES
Invoices Each Occurrence
< 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
Annual deliverable – Department Approved Final Submittal
On March 31 each year $500/day
SOGs – Administration
Annual deliverable – Department Approved Final Submittal
On March 31 each year $500/day
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5.6.1 Reporting Services
The Consultant shall submit Daily, Weekly, Monthly, Quarterly and Annual Reports in
accordance with Section 4.5.4.
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
accordance with Section 4.6.2.
PERFORMANCE
MEASURE CRITERION REQUIREMENT PENALTIES
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
MEASURE CRITERION REQUIREMENT PENALTIES
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
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PERFORMANCE
MEASURE CRITERION REQUIREMENT PENALTIES
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
Annual deliverable – Department Approved Final Submittal
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
accordance with Section 4.7.2.
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
MEASURE CRITERION REQUIREMENT PENALTIES
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
SOGs Annual deliverable – Department Approved Final Submittal
On November 30 each year
$500/day
Five-Year Replacement Plan
Annual deliverable – Department Approved Final Submittal
On December 15 each year
$250/day
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PERFORMANCE
MEASURE CRITERION REQUIREMENT PENALTIES
IT Software, Hardware and Service Needs
Annual deliverable – Department Approved Final Submittal
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.
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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).
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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.
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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.
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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.
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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
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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.
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Appendix A
D6 ITS Center Line mileage information, District Six ITS infrastructure Maps, Road Ranger Service Patrol Maps
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Appendix B
FDOT District Six ITS Annual Report (Fiscal Year 2014-2015)
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Appendix C
FDOT District Six Standard Operating Guidelines (SOGs) Volume 6.0 Control
Room Operations
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Appendix D
TMC Control Room Staff Training and Certification
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Appendix E
FDOT District Six Arterial System Operating Procedures and SW 8 Street ASCT
Pilot Project systems engineering documentation
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Appendix F
Incident Management Operations SOGs
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Appendix G
TIM Procedural Plan
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Appendix H
TIM Quarterly Newsletter
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Appendix I
Contract # B-DW05
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Appendix J
FDOT District Six Road Ranger Contract Manager SOGs
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Appendix K
RISC Invoicing and Cost Recovery Package Standard Operating Guidelines
Memorandum
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Appendix L
Incident Response Vehicle (IRV) Service Requirements
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Appendix M
SunGuide TMC HRAP
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Appendix N
Sample Reports
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Appendix O
TMC Standard Employee Guidelines
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Appendix P
Standard Operating Guidelines Administration Volume 3.0
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Appendix Q
Standard Operating Guidelines Public Information Volume 1.0
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Appendix R
FDOT District Six IT Services Standard Operating Guidelines Version 1.0
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Appendix S
District Six TSM&O Office Inventory Procedures
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Appendix T
Samples: five-year replacement plan projection list, annual IT hardware, software
and services list and surplus IT equipment list
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Appendix U
Video Wall Related Agreements
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Appendix V
Traffic Operations Office and Construction Office Database Application
Descriptions
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Appendix W
Joint Task Force (JTF) for Law Enforcement communications application for
security clearance to the State Law Enforcement Radio System (SLERS)