EXHIBIT A SCOPE OF SERVICES

Transcription

1 EXHIBIT A SCOPE OF SERVICES PALM BEACH AND NORTHERN THREE COUNTIES (N3C) INTELLIGENT TRANSPORTATION SYSTEMS (ITS) MAINTENANCE PROJECT FM ; FM B-01 FM ; FM B PURPOSE The Florida Department of Transportation District 4 ITS Section, hereafter known as the DEPARTMENT, requires maintenance services by qualified firm, hereafter known as the VENDOR, for Intelligent Transportation System (ITS) devices and infrastructure hereafter known as the SYSTEM. This SYSTEM will consist of, but shall not be limited to the following, closed-circuit-television cameras (CCTV), dynamic message signs (DMS), vehicle detection systems (VDS), backbone and edge Ethernet switches, wireless communications devices, leased line communications, fiber optic cable, digital video encoders, terminal servers, gas and diesel power generators, uninterruptible power supplies (UPS), camera lowering systems, control cabinets, communications hubs, ancillary facilities, environmental conditioning equipment, device structures, portable/arterial dynamic message signs, highway advisory radios (HAR), Road Weather Information System (RWIS), all related hardware, software and firmware for the SYSTEM deployed/utilized for the DEPARTMENT S transportation management system, as specified in Section 5.0 Geographic Coverage Area. All services described in the Scope-of-Services (SOS) shall cover all existing and future ITS elements during the term of this agreement, hereafter known as the CONTRACT. Page A-1 of A-36

2 2.0 SERVICES The objective of services required under this CONTRACT is to ensure a continuous (24 x 7 x 365) system operation and functionality of all components of the SYSTEM. The VENDOR will be evaluated periodically based on a system uptime matrix. The VENDOR will be required to perform new device and infrastructure installations as needed and requested by the DEPARTMENT, all SYSTEM support, warranty, routine and periodic maintenance, and failed or destroyed component replacement. All services shall be performed on a Letter of Authorization (LOA) based system directed by the DEPARTMENT. The DEPARTMENT shall issue electronic LOA to authorize the VENDOR to begin work on any and all services that are identified and not limited to in the Scope-of-Services. All work estimates shall be prepared by the VENDOR and submitted to the DEPARTMENT S Project Manager or designee for review and approval prior to any commencement of work. The work estimates shall include at a minimum, personnel, equipment and/or resources, documentation of work to be performed, travel requirements if outside of CONTRACT area, itemized cost breakdown, and work schedule. No work shall be undertaken by the VENDOR unless it has been authorized in writing from the DEPARTMENT. Each LOA issued by the DEPARTMENT S Project Manager or designee shall serve as a formal notice-to-proceed (NTP) and will include an effective time period for the particular LOA being issued. The VENDOR shall be on-call on a 24 x 7 x 365 basis for the duration of the CONTRACT to respond to emergency repair and/or replacement work, including but not limited to hurricane warning situations. The VENDOR shall provide the DEPARTMENT S Project Manager with a list of telephone numbers that will be answered 24 x 7 x 365 by the VENDOR S personnel. The VENDOR shall maintain at all times staffing levels required in this Scope-of-Services to ensure services under this CONTRACT are met. The staff assigned by the VENDOR shall be fully certified by the manufacturer on the deployed device model, qualified and trained to handle all sections under this CONTRACT for the duration of this CONTRACT. Normal priority service calls are to be handled during normal business hours. Refer to section 4.0 ITS SYSTEM SERVICES for classification of work priority. Throughout the term of this CONTRACT the DEPARTMENT S Project Manager or designee will conduct reviews of the various phases of the VENDOR S operation. The VENDOR shall cooperate and assist the DEPARTMENT S Project Manager or designee throughout this review process. Page A-2 of A-36

3 3.0 GENERAL SERVICES All labor, materials and incidentals required to execute and complete the requirements of this CONTRACT, include the following, but not limited to: Project Management / Contract Administration Transition Plan Inventory Control Documentation Device Documentation Management Diagnostics and Troubleshooting Work Technical Systems Support Routine and Periodic Maintenance Device Installations and Calibration Repairs and Parts Replacement Emergency Response Repair Software and Firmware Revision Maintenance Electrical Work: Inspection, Repairs, New Installation, and Grounding Fiber Optic Work: Inspection, Repairs, New Installation, Fusion Splicing, Terminations, OTDR / Fiber Testing Conduit Work: Repair, Replacement, Installation, Directional Boring Generators: Storage, Placement, Maintenance, Re-fueling Data and Communications Cabling Asset Management System Maintenance: FiberTrak or approved equivalent As-built Revision Maintenance in CAD All necessary vehicles will be dedicated to perform all services required by this CONTRACT 3.1 TRANSITION PLAN The VENDOR shall be responsible for developing a Transition Plan and submit it for approval to the DEPARTMENT S Project Manager or designee within 30 days after CONTRACT execution date. The transition plan shall detail how VENDOR will work with the current service provider to ensure a seamless transfer of maintenance service and to ensure a continuous (24 x 7 x 365) system operation and functionality of all components of the SYSTEM. The Transition period will occur from the time of this contract execution until the time the previous contract expires. 3.2 PROJECT MANAGEMENT PLAN (PMP) The VENDOR shall be responsible for creating the Maintenance Service Project Management Plan and submitting it for approval to the DEPARTMENT S Project Manager or designee within 30 days after CONTRACT NTP. The Project Management Plan shall include but not limited to the VENDOR staffing plan, hiring plan, 3-tier staff support plan, hurricane preparation plan, emergency response plan, generator maintenance and fueling plan, vehicle maintenance and service plan, etc. Page A-3 of A-36

4 3.3 STANDARD OPERATING PROCEDURES (SOP) The VENDOR shall be responsible for maintaining and further developing Standard Operating Procedures (SOP) for the Maintenance Service and submitting it for approval to the DEPARTMENT S Project Manager or designee within 60 days after CONTRACT NTP. The SOP shall establish guidelines and procedures for matters of the Maintenance Staff responsibilities and to create an atmosphere conducive to achieve teamwork, accuracy, consistency, and professionalism among Maintenance staff, TMC Operations Staff and DEPARTMENT S Project Manager or designee(s). At a minimum, the SOP will be reviewed every six (6) months after the initial review, comments and edits will be submitted to the DEPARTMENT S Project Manager or designee for review and approval. 3.4 LETTER OF AUTHORIZATION The VENDOR shall work closely with the DEPARTMENT S Project Manager or designee in developing services and work necessary under each Letter of Authorization (LOA) to ensure both parties agree as to the intended result of each LOA. Included at a minimum will be a detailed description of prior operations, the problems to be addressed, expected results, and schedule of work and cost. The VENDOR shall work with DEPARTMENT S Project Manager or designee to setup a Yearly Basic Service LOA to cover the service of on site maintenance staff and equipment needed to perform all requirements. The yearly basic service cost shall consist of the labor charges for on site maintenance staff and the recurring operating expenses. Work beyond that which is defined in the Basic Service LOA shall be considered as Special Services. Special Services shall be performed on an as-needed-basis. Special Services will be initiated and completed as directed by the FDOT Project Manager. A Special Service LOA will be issued for each project scheduled and shall be authorized prior to any work begins. Payment for services under all LOAs will be per the description authorized by the DEPARTMENT in the LOA as per the terms of this CONTRACT under Attachment 1, Exhibit B, Method of Compensation. Final payment for each invoice shall not be rendered by the DEPARTMENT until all conditions of this CONTRACT have been met. Page A-4 of A-36

5 3.5 CONTRACT STAFFING The VENDOR shall keep a staff of the required levels to respond to all requirements of this CONTRACT at all times during the term of CONTRACT. The VENDOR shall provide primary maintenance staff on site full time in DEPARTMENT designated location(s). In addition, the VENDOR shall develop a 3-tier staff plan indicating how absences will be covered; and how additional activities will be performed by staff outside the basic requirements of the Scope-of-Services and national expertise. The support of the SYSTEM may require a multi disciplinary team made up of a prime VENDOR and subcontractors to successfully fulfill the obligations of this CONTRACT. Any changes in the primary maintenance staff identified in the bid package submitted by VENDOR shall be subject to review and approval by the DEPARTMENT in writing before performing any billable services. All personnel requests must be accompanied by an up-to-date resume which shall include all required licenses and certifications and description of the duties the individual being proposed will be responsible for. The DEPARTMENT will conduct the employee performance review and analysis for each maintenance staff on a semi-annual basis. When deficiencies are identified in a review, the VENDOR will immediately implement remedial action to eliminate any deficiencies. Remedial actions may include further training of the VENDOR S personnel (in scope and/or frequency), subdivision of staff responsibilities, addition of staff, or replacement of personnel whose performance is considered inadequate MAINTENANCE STAFF LOCATION AND AVAILABILITY The VENDOR S primary maintenance staff shall be located at the District Four s SMART SunGuide Palm Beach Transportation Management Center (TMC), located at 2300 North Jog Road, West Palm Beach, Florida 33411, or any other locations in District Four designated by the DEPARTMENT. The VENDOR shall also supply additional skilled staff from VENDOR S local office, as requested by DEPARTMENT, to respond to all requirements of this CONTRACT at all times during the term of CONTRACT. The DEPARTMENT will provide the VENDOR S maintenance staff with work space at the SMART SunGuide TMC or any other locations designated by the DEPARTMENT in District 4 at no cost. The VENDOR shall provide suitable on-site backup maintenance staff during vacation/sick periods of primary staff. All primary maintenance staff shall report to TMC office when not engaging in the field maintenance activities as dispatched by the VENDOR S Project Supervisor, or the FDOT Project Manager or designee. The VENDOR S primary maintenance staff shall be dedicated on this job at a minimum of 8 work hours per day, five days per week. The on site staff shall work in shifts to cover the daily rush hours between 7:00 AM to 6:00 PM. The VENDOR Project Supervisor shall be responsible to arrange the transfer/transition of personnel between shifts. The VENDOR S primary maintenance staff shall maintain a weekend, evening and holiday oncall list. The VENDOR S maintenance staff shall be capable of being in-route within 1 hour when called during nonstandard working hours. Page A-5 of A-36

6 The VENDOR S primary maintenance staff shall be on call during all weekends and statutory State holiday hours. The State holidays are: New Year s Day Martin Luther King, Jr. Day Memorial Day Independence Day Labor Day Veterans Day Thanksgiving Day Day after Thanksgiving Christmas Day The VENDOR provided maintenance staff shall have the following minimum qualifications, the quantities of each position shall be determined during the CONTRACT negotiations, and agreed upon by the VENDOR and DEPARTMENT S Project Manager or designee. The VENDOR shall have ability to hire any additional staff that is not defined herein, at any time under the term of this CONTRACT, as per requested by the DEPARTMENT VENDOR PROJECT SUPERVISOR The VENDOR shall designate a full time Project Supervisor who shall respond to all authorizations for services to the SYSTEM under this CONTRACT. The VENDOR S Project Supervisor shall be responsible for all work necessary to provide for the general management, oversight, quality control and administration of all CONTRACT activities and support personnel. The VENDOR Project Supervisor ensures that the requirements of the contract are met on a daily basis at all times. The Project Supervisor is responsible for ensure the maintenance activities of the D4 ITS devices are in accordance with this CONTRACT, SOP, protocols and policies. The responsibilities includes, but not limited to the following: Provide oversight of all work performed under this CONTRACT Follows the direction set by DEPARTMENT S Project Manager or designee. Performs project related assignments to include the planning, organizing, and developing of complicated tasks as assigned by the DEPARTMENT. Direct oversight of project professionals and staff. Direct the training and indoctrination of workers to improve performance and acquaint workers with CONTRACT requirements, policies and procedures. Recommends changes, reviews progress, and approves work products for the Maintenance Program. Recommend ITS equipment specifications; assist in developing operating procedures for ITS devices; Requisition tools, spare parts, equipment, and supplies required for maintenance operations. Train assigned staff in proper work methods and techniques and in the set up and use of equipment. Monitor allocated budget for spare parts and supplies. Manage the spare parts consumption and usage to ensure the budget levels are met. Page A-6 of A-36

7 Track project budget, inventory, and tasks assigned, and provide monthly updates, status of work and cost summaries. Prepare and submit monthly invoices by 10 th working day, progress reports and other documents by 5 th working day of the month. Provide adequate staff and resources for all tasks and activities throughout the duration of the CONTRACT Ensure the maintenance staff has the required qualifications and the background check documentation before being employed by the DEPARTMENT. Meet on a weekly basis with the DEPARTMENT S Project Manager or designee to review and discuss tasks completed during the previous week, task assignments for the current week and two-week look ahead schedule; Provide summary minutes within two working days after each meeting for review and approval by the DEPARTMENT. Coordinate activities of workers repairing, upgrading, modifying, or installing equipment or systems in order to improve existing equipment. Interact with the DEPARTMENT S staff supervisors and consultants to review issues pertaining to equipment or systems performance and status Attends meetings as directed by the DEPARTMENT to ongoing phase(s) of ITS construction meeting, utility coordination meeting and others as directed. All other task assigned by the DEPARTMENT KNOWLEDGE, SKILLS AND ABILITIES The VENDOR Project Supervisor shall have college degree in a related field such as engineering and/or construction, or 5 years of hands on experience executing ITS Predictive/Preventive Maintenance Management, or any combination. The VENDOR Project Supervisor shall possess but not limited to the following qualifications: Understanding of ITS, construction and maintenance principles. Good leadership and interpersonal skills. Have an excellent understanding of key management concepts. Create project schedules in Microsoft Windows applications. Ability to clearly communicate technical information in layman s terms. Ability to be on-call 24 hours/day. Skill in the use of all Windows operating system. Certified in FDOT Intermediate Maintenance of Traffic (MOT) Ability to write technical reports and correspondence. Ability to coordinate real time activities and priorities. Direct experience with the day-to-day operations of an ITS maintenance program. Knowledge and ability to create monthly invoice and project status budget reports. Knowledge and ability to create and document procedures for timely completion of preventive and routine maintenance activities. Knowledge and ability to evaluate the performance of equipment and systems and make recommendations to modify the preventive maintenance schedules appropriately. Knowledge and ability to review work and job orders to determine all work and personnel priorities. Page A-7 of A-36

8 3.5.3 ITS MAINTENANCE TECHNICIAN(S) The ITS Maintenance technician shall be responsible for installing, maintaining, and repairing ITS control devices; to assist in the ITS design review and the development of SOP; and to perform a variety of technical tasks related to assigned area of responsibility. The ITS Maintenance technician shall receive general supervision from the VENDOR S Project Supervisor and DEPARTMENT S Project Manager or designee. The technician shall document and photograph the work performed on all site conditions and daily activities. The responsibilities and duties may include, but are not limited to, the following: Installing and maintaining a wide variety of ITS devices such as vehicle detection systems, dynamic message signs, solid state equipment, fiber optic equipment, trailblazers, computerized communication cables, light emitting diode lamps, and related devices and equipment for freeway; Troubleshoot malfunctions, isolate defects and repair devices and equipment using a bucket truck on high speed, high volume roads and freeways; verify proper device and system operation; conduct inspections and periodic preventive maintenance. Monitor ITS device operation through the use of a laptop computer in the field or a desktop computer in the TMC; use ITS software, both proprietary and nonproprietary; recommend and safely complete appropriate changes for effective system operation. Perform repair, removal, and replacement of poles, cabinets, controllers, and other equipment; repair conduit and pull wires and cable, as needed; perform emergency repairs as needed. Modify or update existing ITS devices and equipment to improve traffic flow. Read diagrams, blueprints, manuals, and specifications for new installations and continual maintenance of ITS devices; make corrections to schematics and blueprints; Perform the field and bench testing procedures on a variety of ITS equipment, such as closed circuit television systems, traffic system control units, trailblazer signs, dynamic message signs, radio communication facilities, conflict monitors, vehicle detection systems, and others; test, troubleshoot, and repair ITS equipment to component level of micro processing systems; maintain and service a variety of test and repair equipment. Assist TMC network administrator with repairs and connection of intercommunication cable and related equipment. Document work performed on all ITS devices and daily activities Other task assigned by Department Page A-8 of A-36

9 KNOWLEDGE, SKILLS AND ABILITIES The ITS Maintenance Technician must have a high school diploma or GED, or Military Electronic training, and at least 3 years of increasing responsibility and experience in ITS or traffic control system installation, repair, and maintenance. Knowledge of principles and practices of the use of diagnostic and utility software to locate problems and repair system equipment. Knowledge of cable and component color coding, ability to distinguish color. Tools, equipment, practices, and methods used in installing, maintaining, and repairing electronic solid state ITS devices and associated equipment. Practices and techniques of field and bench testing of electronic devices and components. The relationship of the various components of a computer-controlled traffic control system. Interpretation of design schematics, site plans, maps, engineering drawings and fiber optic diagrams. Techniques and methods of record keeping. Possession of a valid Class B commercial driver s license during the life of the CONTRACT (Minimum of 3 license required between all proposed staff). Certified by the DMS manufacturer to perform maintenance on the DMS sign assembly. Familiar with CCTV camera and microwave sensor installation, configuration and integrations. Computer literate in the use of MS Office products. Familiar with various communication methods and protocols, including Ethernet, Internet Protocol, Point to Point and Wireless Communications Support, Layer 2 Switching, Layer 3 Routing and VLAN configuration, Serial and Video Communications. Familiar with fiber optic installation procedures; certified to perform the fiber optic installation, splicing, terminations and OTDR testing. Maintaining physical condition necessary for light to moderate lifting, bending, stooping, kneeling, climbing, and standing for prolonged periods of time; operating motorized equipment and vehicles; Work independently without direct supervision. Communicate in English clearly and concisely, both orally and in writing. Establish and maintain effective working relationships with those contacted in the course of work. Maintain effective audio-visual discrimination and perception needed for: o Making observations; o Communicating with others; o Reading and writing; and o Operating assigned equipment. Maintain mental capacity which allows the capability of: o Making sound decisions; o Effective interaction and communication with others; and Maintain physical condition appropriate to the performance of assigned duties and responsibilities which may include the following: o Sitting and/or standing for extended periods of time; and o Operating assigned equipment and utility vehicles Page A-9 of A-36

10 3.5.4 ITS MAINTENANCE ELECTRICIAN The ITS Maintenance Electrician shall be responsible for installing, maintaining, and repairing ITS devices; to assist in the ITS design review and the development of standard operating procedures; and to perform a variety of technical tasks related to assigned area of responsibility. The ITS Maintenance Electrician shall receive general supervision from the VENDOR S Project Supervisor and DEPARTMENT S Project Manager or designee. The electrician shall document and photograph the work performed on all site conditions and daily activities. The responsibilities and duties may include, but are not limited to, the following: Direct and participate in a wide range of functional electrical tasks on ITS components; isolate prime power malfunctions and coordinate repairs with Power Company; replace power service points as needed. Perform the field and bench testing procedures on a variety of ITS and power equipment, such as automatic transfer switches, generators, load switches, power service assemblies, closed circuit television systems, vehicle detection systems, dynamic message signs, radio communication facilities, vehicle detection systems, and others; test, troubleshoot, and repair ITS equipment to component level of micro processing systems; maintain and service a variety of test and repair equipment. Installing and maintaining a wide variety of ITS devices such as vehicle detection systems, dynamic message signs, solid state equipment, trailblazers, computerized communication cables, light emitting diode lamps, and related devices and equipment for freeway; Troubleshoot malfunctions, isolate defects and repair devices and equipment using a bucket truck on high speed, high volume roads and freeways; exposure to electrical energy, high voltage, computer screens, heat, cold, noise, dust, fumes, inclement weather conditions. Verify proper device and system operation; conduct inspections and periodic preventive maintenance. Monitor ITS device operation through the use of a laptop computer in the field or a desktop computer in the TMC; use sophisticated ITS software, both proprietary and non-proprietary; recommend and safely complete appropriate changes for effective system operation. Perform repair, removal, and replacement of poles, cabinets, controllers, and other equipment; repair conduit and pull wires and cable, as needed; perform emergency repairs as needed. Read diagrams, blueprints, manuals, and specifications for new installations and continual maintenance of ITS devices; make corrections to schematics and blueprints; Document work performed on all ITS devices and daily activities Other task assigned by Department Page A-10 of A-36

11 KNOWLEDGE, SKILLS AND ABILITIES The ITS Maintenance Electrician must have a high school diploma or GED, supplemented by vocational/technical training which includes an electrical apprenticeship; supplemented by three (3) years previous ITS experience and/or training as a journeyman electrician or electrical inspector; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities. Must possess and maintain a valid Electrical Journeyman License. Experience to include all aspects of power distribution systems, both high and low voltage systems, transformers, generators, automatic transfer switch, electrical wiring, bending conduit, pulling wire, changing breakers, working on motors and gear boxes, preventative maintenance, assisting operational maintenance of automated systems or Programmable Logic Circuits (PLC's), distributed electrical systems and electrical control systems. Principles and practices of the use of diagnostic and utility software to locate problems and repair system equipment. Cable and component color coding; the ability to distinguish color. Tools, equipment, practices, and methods used in installing, maintaining, and repairing electronic solid state ITS devices and associated equipment. Practices and techniques of field and bench testing of electronic devices and components. Interpretation of design schematics, site plans, maps, and engineering drawings. Certified by the DMS manufacturer to perform maintenance on the DMS sign assembly. Familiar with CCTV camera and microwave sensor installation, configuration and integrations. Computer literate in the use of MS Office products. Soldering skills are required Familiar with the use of Oscilloscopes, Function Generators, DMM and standard lab equipment. Techniques and methods of record keeping. Possession of a valid Class B commercial driver s license during the life of the CONTRACT (Minimum of 3 license required between all proposed staff). Work independently without direct supervision. Communicate clearly and concisely, both orally and in writing. Establish and maintain effective working relationships with those contacted in the course of work. Maintain effective audio-visual discrimination and perception needed for: o Making observations; o Communicating with others; o Reading and writing; and o Operating assigned equipment. Maintain mental capacity which allows the capability of: o Making sound decisions; o Effective interaction and communication with others; and Maintain physical condition appropriate to the performance of assigned duties and responsibilities which may include the following: o Sitting and/or standing for extended periods of time; and o Operating assigned equipment and utility vehicles Page A-11 of A-36

12 3.5.5 UTILITY TECHNICIAN The utility technician shall be responsible for identifying the underground location and delineating and marking on the ground of existing utilities, per the requests from Sunshine State One Call, VENDOR Project Supervisor, or FDOT Project Manager or designee. The utility locates shall include, but not limited to, fiber optic cables, power cables, composite cables that constitute DEPARTMENT ITS underground utilities. The utility technician shall also meet with Utility Locates Requesting Party as necessary in the field to supplement marking ITS utilities. Whenever available, the utility technician shall assist the ITS Maintenance technician and electrician in performing the installing, maintaining, and repairing ITS devices. The utility technician shall be able to respond to emergency utility locate ticket(s) as per requested by VENDOR Project Supervisor and/or DEPARTMENT S Project Manager or designee. The utility technician shall document and photograph the work performed on all utility locating and daily activities KNOWLEDGE, SKILLS AND ABILITIES High school diploma or GED Two (2) years of experience in a position of similar requirements or equivalents. Principles and practices of the use of diagnostic tools to locate utility problems. Interpretation of site plans, maps, and engineering drawings. Basic principles and practices of utility theory; use and operation of various scopes, meters, and counters. Familiar with DEPARTMENT S Utility Accommodation Manual Familiar with Florida State Sunshine One Call policies and procedures Basic principles and practices of computer operations. Basic interpretation of site plans, maps, and engineering drawings. Basic mathematical principles. Computer literate in the use of MS Office products. Techniques and methods of record keeping. Possession of an appropriate, valid driver s license. Work independently without direct supervision. Understand and follow oral and written instructions. Communicate in English clearly and concisely, both orally and in writing. Establish and maintain effective working relationships with those contacted in the course of work. Good interpersonal and telephone skills. Maintain effective audio-visual discrimination and perception needed for: o Making observations; o Communicating with others; o Reading and writing; and o Operating assigned equipment. Maintain mental capacity which allows for effective interaction and communications with others. Maintain physical condition appropriate to the performance of assigned duties and responsibilities which may include the following: o Walking, sitting or standing for extended periods of time; and o Operating assigned equipment and utility vehicles All other tasks assigned by the DEPARTMENT. Page A-12 of A-36

13 3.5.6 UTILITY COORDINATOR / ADMINISTRATIVE ASSISTANT The Utility Coordinator / Administrative Assistant position is responsible for supportting the VENDOR S Maintenance Staff and DEPARTMENT S Project Manager or designee on day to day business matters regarding to maintenance services and utility locate coordination. The Utility Coordinator / Administrative Assistant shall possess but not limited to the following qualifications: Supplies administrative support services to the Maintenance staff and assumes the role as an administrative liaison with internal and/or external sources. Performs routine office or clerical support tasks according to well established procedures. Examples of work performed may include sorting and distributing mail, photocopying, filing, posting or proofing data, or answering telephone calls and recorded messages. Work performed may also include composing routine correspondence, preparing routine reports, scheduling meetings or appointments, screening and directing incoming calls, providing information, maintaining files, or transcribing dictation. Prepares documents using Microsoft applications; formats, proofs, edits for errors. Assist Project Supervisor on the data entry of the inventory tracking database All other task assigned by the DEPARTMENT KNOWLEDGE, SKILLS AND ABILITIES Two (2) years of experience in a position of similar requirements or equivalents. Understanding of office principles. Good interpersonal and telephone skills. Communicate in English clearly and concisely, both orally and in writing. High level of skill in the use of all Windows based applications. Ability to write meeting minutes and file all materials based on ISO 9001 standards. Ability to coordinate real time activities and priorities. Proficiency of all office related equipment. Prepares documents using Microsoft applications; formats, proofs, edits for errors. Maintain a valid driver s license. Page A-13 of A-36

14 3.5.7 SECURITY VETTING PROCESS The VENDOR during the CONTRACT / AGREEMENT shall provide resumes of all proposed primary maintenance staff and all new hires along with copies of the following: drug test results, criminal background check, driver s licenses and Social Security Numbers for approval by the DEPARTMENT prior to hiring. Each of the VENDOR S staff assigned to service this CONTRACT and SYSTEM must pass a Florida Department of Law Enforcement (FDLE) background check. The VENDOR shall provide the DEPARTMENT S Project Manager or designee with the proper documentation and the DEPARTMENT will coordinate the FDLE background check with the Florida Highway Patrol (FHP). The FDLE background check shall be updated for each person on an annual basis. It will be the responsibility of the VENDOR S Project Supervisor to ensure the coordination of the background checks for the term of this CONTRACT. FDOT and/or the VENDOR reserve the right to reject any staff prior to being assigned duties CRIMINAL RECORD CHECK Individuals with felony conviction record shall not be hired. A criminal history record check shall be conducted by an approved FDOT agency and shall be provided by the VENDOR to the DEPARTMENT for each employee before being hired or gain access to the TMC without approval from the FDOT Project Manager or designee. These criminal record checks shall go back as far as the employee s date of birth. The VENDOR shall perform criminal checks annually in all VENDOR TMC staff. However, in addition, the DEPARTMENT may elect to have VENDOR perform periodic criminal records checks on VENDOR TMC staff. The VENDOR shall provide proof, by a licensed medical practitioner or technician that all TMC staff is drug free in accordance with Section , Florida Statutes prior to beginning operations. The VENDOR shall submit the proof described above for its staff every six (6) months thereafter STAFF CONDUCT AND GROOMING The maintenance staff shall exercise good sound judgment in carrying out their duties and conduct themselves in such a manner that will reflect favorably upon the DEPARTMENT. FDOT and/or the VENDOR also reserve the right to require removal of any employee from this CONTRACT who cannot perform the duties or damages the reputation of FDOT and/or the VENDOR. In general the VENDOR staff will: Wear clean and neat uniforms at the start of each shift. The maintenance staff uniform shall be pre-approved by DEPARTMENT S Project Manager or designee. No company logo shall be on the uniform. All VENDOR staff shall be required to wear a picture ID assigned by SMART SunGuide TMC at all times. Be well groomed. Be courteous at all times. Page A-14 of A-36

15 3.6 EQUIPMENT CONTROL All equipment and component parts that are furnished shall be new, unused and shall meet all requirements of this CONTRACT, and shall be in operable condition at the time of delivery. All parts shall be of high quality workmanship and no part or attachment shall be applied contrary to the manufacturer's recommendations or standard practice. The VENDOR shall maintain and store the DEPARTMENT S ITS equipment or spare parts, in SMART SunGuide TMC or other location(s) approved by DEPARTMENT S Project Manager or designee. This location shall be marked specifically for this CONTRACT and shall not be used for any other purposes. Parts or equipment to be stored outside the DEPARTMENT S storage area shall be authorized by DEPARTMENT S Project Manager or designee; by default all spare parts or equipment not installed and operating shall be stored at the storage area dedicated to this project as approved by DEPARTMENT S Project Manager or designee. The VENDOR shall secure a new storage container(s), as necessary, under this CONTRACT to store spare parts at the location designated by the DEPARTMENT. The container shall be a minimum 40 x8.5 x8 in size with four (4) roll-up doors. The container shall be fabricated out of 14 gauge steel, and container frames shall be made of minimal 6-8 gauge steel. The container shall have approximately 1 hard wood floors which are treated. The container shall be the property of the DEPARTMENT. The container shall be paid for through a special service LOA. The DEPARTMENT reserves the right to store devices and/or parts at an independent storage area within 20 miles of operation centers. If the DEPARTMENT chooses to do so, it shall be the responsibility of the VENDOR to pick-up parts as needed under the terms of this CONTRACT and adhere to the response times as listed under section 4.0 ITS SYSTEM SERVICES of this document ON SITE EQUIPMENT The VENDOR shall provide on site equipment such as, but not limited to, bucket truck, inspection/maintenance trucks/vehicles, field engineering equipment, air compressor, machinery, tools, materials, cellular phones and other equipment necessary to perform the service required under this CONTRACT. See EXHIBIT C Yearly Base Cost Table for the estimated quantities and equipment types, the actual quantities and types of the equipment shall be determined during the CONTRACT negotiations. These vehicles and equipments shall be exclusively used for this CONTRACT. The VENDOR shall provide a bucket truck capable of reaching 40 ft height exclusively for the use under this CONTRACT. In addition, the VENDOR shall provide the availability of a bucket truck capable of reaching 60 ft within 24 hours of the request by the DEPARTMENT S Project Manager or designee. The VENDOR shall provide maintenance and inspection vehicles to ITS Project Supervisor, ITS maintenance technician(s), electrician, and utility technician. At least one of the vehicles shall be cargo van type vehicle equipped with all wheel drive (AWD) and a trailer hitch. At least one of the vehicles shall be pickup truck equipped with all wheel drive (AWD) and a trailer hitch. Please refer to the Price Proposal sheet for exact quantities. In addition, the VENDOR shall provide the availability of a van or trailer accustomed for conducting the fiber optic fusing splicing and other similar type of work inside the van or trailer, within 4 hours of the request of the DEPARTMENT S Project Manager or designee. The vehicle(s) shall have adequate towing and hauling capabilities Page A-15 of A-36

16 to carry out the tasks specified in this CONTRACT. No VENDOR logos shall be allowed on these vehicles and equipments. All VENDOR vehicles will have at a minimum the following markings; FDOT logo, SunGuide logo and any other safety messages required for vehicles stopping on limited access facilities to conform to all safety agency regulations. Vehicles should be outfitted with the appropriate strobe and safety lights to perform their field duties. The VENDOR shall be responsible to provide a new rugged laptop computer with docking station for each primary maintenance staff. The laptop shall be compatible with SMART SunGuide TMC network. The laptop computer shall include at a minimum, 1.6 GHz, 2GB DDR2 RAM, 16X CD/DVD, 160GB SATA Hard Drive, and 13.3 monitor display (sunlight readable display), Serial port (9-pin; D-sub), broadband adapter, loaded with necessary office and field maintenance software. The laptop shall be equipped with a built-in GPS unit that shall work with the SunGuide Software AVL tracking subsystem. The VENDOR shall be responsible for obtaining the maintenance service package that includes at least a 3 year manufacturer s warranty and accidental physical damage protection/warranty from the computer manufacturer. All equipment and component parts that are furnished shall be new, unused and shall meet all requirements of this CONTRACT. The cost of the machinery, equipment tools and vehicles such as, but not limited to pliers, multi-meters, crimp tools, Ethernet packet sniffers, hammers, shovels, battery or electrical power tools, laptop computers, video monitors, pick-up truck (with trailer hitch), buckettruck (reaching height of forty feet), van, etc shall be included in the VENDOR S yearly base cost. The VENDOR shall be responsible for maintaining devices and all fixed and recurring costs for these devices throughout the term of this CONTRACT and shall be considered part of the basic operating expenses. All electronic preventive maintenance and measurement equipment and tools shall be calibrated by the manufacturer s certified calibrator and be calibrated on the frequency required by the manufacturer. These equipment and tools include, but not limited to: Optical Time Domain Reflectometers (OTDR) Oscilloscopes Waveform and Video Generators Multi-meters Ground Testers The DEPARTMENT may, at its sole discretion, provide certain maintenance and measurement tools/equipment for the VENDOR to use under this CONTRACT. These items may either be from either DEPARTMENT presently owned equipment, or to be procured by VENDOR under this CONTRACT. The VENDOR shall be responsible to maintain and inventory all equipments and tools under this CONTRACT, including items provided by DEPARTMENT. The VENDOR shall ensure that all warranties remain valid on all equipments and that they are properly calibrated for the duration of the CONTRACT. To achieve this, the VENDOR shall perform all the preventive work specified by the manufacturer within the periods specified by the manufacturer for all equipment. An approved vendor as per the equipment specification requirements shall calibrate all electronic maintenance and measurement equipment. Page A-16 of A-36

17 3.6.2 REPLACEMENT PARTS This work includes the furnishing of the replacement parts needed for the maintenance of the SYSTEM. Cut sheets of all new replacement parts must be submitted and approved by the DEPARTMENT S Project Manager or designee prior to furnishing. The proposed replacement part shall be the latest compatible technology, equal to or better in function and quality to the existing SYSTEM component or equipment. The VENDOR shall be responsible for inventory control of all replacement equipment as required in section 3.4 EQUIPMENT CONTROL. When the DEPARTMENT S Project Manager or designee determines that additional parts are to be provided by the VENDOR as spares, the VENDOR shall procure and maintain the parts in SMART SunGuide TMC or DEPARTMENT designated location(s). The VENDOR shall notify the DEPARTMENT S Project Manager or designee of any part or component of the SYSTEM moved from its original location for the purpose of inventory control EQUIPMENT AND PARTS INVENTORY The VENDOR shall maintain and have readily available an up to date inventory of all the DEPARTMENT S equipment and/or parts that are under the VENDOR S supervision. The inventory shall contain, but not be limited to, at a minimum: Manufacturer, Model number, Descriptive name, Manufacturer serial number, Current location and condition (new, used or damaged). If it s a spare The site where it belongs to and type of site (CCTV, DMS, etc), if applicable Location of site, if applicable Date of purchase Date of repair Date when scrapped Warranty status if applicable 3.7 PROJECT RECORDS, BAR-CODING AND INVENTORY TRACKING The VENDOR shall maintain complete and accurate records, in hard copy and electronic file, acceptable to, and approved by, the DEPARTMENT for all SYSTEM maintenance activities and any other events relating to the CONTRACT following ISO9001 Standards. All documentation shall be kept in SMART SunGuide TMC or FDOT designated location(s). The project records, files, and equipment owned by the DEPARTMENT shall be delivered to the DEPARTMENT within thirty (30) calendar days prior to submittal of the final invoice by the VENDOR. Final payment shall not be rendered by the DEPARTMENT until all of the conditions of the CONTRACT have been met. The VENDOR shall label the major system components with DEPARTMENT approved barcode standard to provide automatic identification of inventory parts or equipments. Page A-17 of A-36

18 The VENDOR shall keep a documented log of each and every device location. Preventative and routine maintenance, repair logs, parts replacement, special notes, recommendations and equipment s warranty records (if available), shall be included as part of the device log. Multiple device logs can be compiled into a site log if multiple devices are at a single location. This log shall be presented to the DEPARTMENT by the 5 th working day of each month and shall be in an Excel 2003 or later format. The format of the document shall be in a sort-able column format and pre-approved by the DEPARTMENT. Device records at a minimum shall include but not be limited to the following: Device Location Date and time of failure Description of failure or issue Report of failure source Technicians responding Site conditions noted i.e. weather, accident, fire, etc. Actions taken (successful or otherwise) Date and time of resolution Spare parts used: type, model, serial and control number Photo documentation (digital only) Replaced parts: type, model, serial and control number Action for replaced parts i.e. in-house repair, return to factory General notes It shall be the responsibility of the VENDOR to maintain complete and accurate records of all work activities and all other events relating to this CONTRACT. Project records shall include but not be limited to such items as project Monthly Status Reports, weekly meeting notes, cost proposals, invoices, current and historical inventory records, utility locate tickets and reports, updated as-built plans, time sheets, and VENDOR S staff records. Project files shall contain all correspondence to and from the VENDOR and subcontractors, consultants, manufacturers, equipment vendors, Local, State and Federal agencies etc. as related to this CONTRACT. These files shall also include all materials information obtained by or given to the VENDOR, all records shall be categorized and then organized by date, activity and subject. Paper documentation shall be scanned into an electronic format and become part of an electronic Adobe Acrobat document repository for the project. The project files shall be established such that they can be delivered to the DEPARTMENT S Project Manager or designee as requested or established by the DEPARTMENT S Project Manager. Page A-18 of A-36

19 3.7.1 BAR-CODING AND INVENTORY TRACKING DATABASE The VENDOR to utilize, maintain, and enhance (as needed) the DEPARTMENT S Inventory Tracking Database System to monitor the serial number, quantity, location and status of inventory as well as related device record information. The tracking system shall reply upon the DEPARTMENT approved bar-coding standard. The tracking system shall be based on the enterprise level relational database and compatible with SunGuide Software. Payment for services provided for the development of Inventory Tracking Database System will be made under separate LOA. 3.8 STATUS REPORTS WEEKLY REPORTS The VENDOR shall supply a status report describing in detail all activities to the DEPARTMENT weekly as deemed appropriate by the DEPARTMENT S Project Manager or designee. The Weekly Status Reports shall commence at the NTP of the CONTRACT and continue for the duration of this CONTRACT. This report shall include detailed descriptions of all services performed and the results of testing conducted during the report period and shall be a collection of events, data, calculations, decisions, instructions, notifications, circumstances, and work performed each day during the CONTRACT period. Anyone reading this report should be able to comprehend the status of the field equipment, the CONTRACT and ascertain the work that has been performed. The weekly status report shall include but not be limited to the following information System availability report /summary Device Location Date and time of failure Description of failure or issue and impacts Report of failure source Technician responding Arrival time at device location Site conditions noted i.e. weather, accident, fire, etc. Actions taken (successful or otherwise) Date and time of resolution Spare parts used: type, model, serial and control number Photo documentation (digital only) Replaced parts: type, model, serial and control number Action for replaced parts i.e. in-house repair, return to factory General notes Mean Time Between Failure (MTBF) Mean Time Between Repair (MTBR) Page A-19 of A-36

20 3.8.2 MONTHLY REPORTS The purpose of the Monthly Report is to provide a summary of all work performed by the VENDOR and the status of that work over a month period. The VENDOR shall supply a monthly report on the 5th working day of the month following the monthly report period of the CONTRACT. This report shall include all information collected for previous reports listed in this section, the device availability matrix, preventive maintenance plan update and progress, a work breakdown listing the technician, equipment utilized, and repair procedure for each occurrence of work. This report shall also document and certify that all work has been completed in accordance with Manufacturer s specifications and any routine and/or preventative maintenance has been carried out as per Manufacturer s recommendations This report shall include an assessment by the VENDOR of equipment failures and their causes such as design/construction errors, age of component, environmental problems, and lightening/surge/power inadequacies etc. 3.9 DEVICE MONITORING AND AVAILABILITY The VENDOR shall be responsible for the operation and maintenance of the DEPARTMENT S current Network Node Management (NNM) software to manage the field ITS device network. The VENDOR shall configure the NNM to communicate with ITS filed network devices via SNMP, allowing field devices to be auto-discovered, monitored and controlled. The NNM determines and displays physical and logical connectivity in networks, as well as information pertaining to protocols running over the network. The VENDOR shall expand the NNM with additional network nodes licenses should the growth of the ITS field network devices warrants so. The VENDOR shall be responsible for developing an availability matrix and submit it for approval to the DEPARTMENT S Project Manager. The VENDOR shall develop the matrix based on the data recorded in the NNM and in conjunction with information collected through SMART TMC operations and DEPARTMENT S Project Manager or designee. The matrix shall include all device systems and subsystems including but not limited to CCTV Cameras, Encoders, Network Communications, Vehicle Detection, Dynamic Message Signs, etc. This matrix shall be included with the weekly report and as a stand alone annual report documenting the total downtime and percentage available i.e % for that year per device with a weighted average for the total equipment percentage reported. This matrix shall be presented in a table format with a line chart that displays a historical device system availability that is carried forward for the duration of the CONTRACT. Downtime related to incidents or natural disasters shall be recorded separately from all other SYSTEM failures. Page A-20 of A-36