Exhibit A - Scope of Service Office of Freight, Logistics and Passenger Operations Consultant

Transcription

1 I. Purpose Exhibit A - Scope of Service Office of Freight, Logistics and Passenger Operations Consultant The Department requires the assistance of a Consultant for a wide range of planning, policy, financial, and other technical services to support the Office of Freight, Logistics and Passenger Operations and its Administrator. Services for the subject contract will be authorized as task assignments. II. Summary of Service The Consultant will be required to: Support the State Freight, Logistics and Passenger Operations Administrator in the continued development of an overarching strategic framework and organization for integrating freight into Departmental programs, Perform planning, financial, policy, statistical, economic, and technical analysis and develop specific data, statistics and trends, reports and recommendations to assist the Office of State Freight and Logistics Administrator in the performance of some or all of the tasks identified in Section III of this scope of services, Coordinate with Office of State Freight, Logistics and Passenger Operations, Central Office and District staff, and to develop, revise, and produce publications, procedures, training and other aids related to freight and logistics, Support the State Freight, Logistics and Passenger Administrator in the continued development/implementation of stakeholder outreach, including organization, logistics or coordination of meetings, workshops or training sessions, Provide web and graphics services, newsletters, or other communication media as deemed necessary by the Department, and Provide assistance with various Geographic Information Systems (GIS) tasks. (Note: A financial advisor subconsultant will not be needed for this contract.) The Consultant s work will be managed by a Department Project Manager and a specific Task Work Order Manager who shall approve the scope of the work to be performed by the Consultant for each individual Task Work Order. Each Task Work Order shall include: project or service requirements (scope of services), schedules, a manpower and fee breakdown, type of overhead rates to be utilized (field or home office), documentation requirements, total allowable project costs, specific Consultant staff authorized to perform work on the task (consistent with Exhibit B of the agreement), deliverables, and the method of reimbursement (lump sum and/or limiting amount). A-1

2 After concurrence by the Department-designated Task Work Order Manager, the Task Work Order shall be approved by the Department project Manager and the Consultant Project Manager through the issuance and signing of a Form , Task Work Order for Professional Services. The Consultant is not authorized to initiate work on any Task Work Order prior to approval by all parties. The Consultant is also not authorized to perform work on Task Work Order beyond the scope of services or services completion date identified in the individual Task Work Order. Any amendments to the terms of the original (including compensation amount or services completion date) may only be accomplished through the issuance and signing of a Form , Task Work Order Amendment Form. It is anticipated that at least some of the Consultant staff will be physically located in Tallahassee working directly with Department staff during the majority of the tasks. Requirements for the location of staff will be agreed to for each individual Task Work Order. All Task Work Orders exclusively performed utilizing Department office space shall be compensated at reduced overhead compensation, or field office overhead rates. III. Definition of Potential Consultant Tasks Task A Technical Contract Support The Consultant and the Department shall execute a Task Work Order for the provision of technical services necessary for the support of this contract. Such services may include: 1. Providing assistance for short term, low manpower tasks where a quick data collection effort or planning analysis is needed to support the Office of Freight, Logistics and Passenger Operations. 2. Providing Geographic Information Systems (GIS) or graphics staff support for short term projects with quick turnaround time. Task B Development of Publications and other Program Documents and Deliverables The Consultant may be required to assist the Department in the development of publications and other program documents related to freight, logistics and multimodal planning. These efforts may require the creation, maintenance and storing of documentation in both the printed and digital form and may include, but are not limited to the following: 1. Educational document(s) suitable for public distribution that outlines the process, history and future of goods movement within the State of Florida. These document(s) will illustrate Florida s Freight Story, showing how the multimodal transportation system supports the freight, logistics, and supply chain. 2. A pocket guide or index of FDOT s programs, policies, projects, and/or statistics and trends on rail, trucking, air, water, transit, and multimodal freight movement suitable for distribution to the public, industry stakeholders, and government officials. 3. Updates to the Florida Freight Mobility and Trade Plan that will combine and update current Department products and plans as well as those of appropriate private sector partners, Metropolitan Planning Organizations (MPOs)/Transportation Planning Organizations (TPOs), transportation and expressway authorities and other related planning entities. This Plan addresses such items as the state freight characteristics, mode and infrastructure profiles, safety, security, congestion management, land use, and environmental considerations. It also identifies freight programs and coordination A-2

3 (including highway, rail, seaport, aviation, and transit connection to freight facilities), capital plans and programs, strategic freight and multimodal projects, funding, performance measures, future freight and multimodal planning, and provides the necessary policy recommendations to implement the plan and help focus investments through all applicable funding programs toward accommodating freight mobility. 4. Support for several Florida Freight Advisory Committee meetings annually or as needed (reaching out to appropriate freight, trade and logistics stakeholders to discuss key issues and Department policy) and regional Freight Listening Sessions (reaching out to academics, industries, state agencies, MPOs/TPOs, trade associations and other transportation agencies to create a forum for the discussion of key issues, related infrastructure and jobs in several regions across the state). Task C Outreach and Coordination The Consultant may be required to assist the Department in efforts of outreach and coordination both within and outside of the Department, including partner agencies (Federal, State and Local), private industry partners and the general public. These efforts may include, but are not limited to the following: 1. Coordination with the District Freight and Rail Coordinators, and Rail Inspectors. 2. Coordination with the Systems and Policy Planning Offices in the Central Office as needed in relation to statewide transportation plans, the Strategic Intermodal System (SIS) and corridor planning. 3. Coordination with the Transportation Data and Analytics Office in the Central Office as needed in relation to freight data collection, storage and display. 4. Coordination with the Office of Motor Carrier Compliance of the Florida Highway Patrol as needed in relation to motor carrier regulations and enforcement issues. 5. Coordination with the Office of Design in relation to accommodating freight movement within appropriate roadway design documents and policies. 6. Coordination with the Office of Traffic Engineering and Operations in relation to Intelligent Transportation Systems (ITS) and other motor carrier issues. 7. Coordination with the Office of Maintenance within the Central Office, in relation to weigh stations, overweight and over-dimensional permitting issues and commercial vehicle issues. This will include accessing the Permit Application System (PAS), currently under development, to query routing data associated with overweight/overdimensional permitting to help identify routes where these issues are impediments to freight flows. 8. Coordination with Department of Highway Safety and Florida Highway Patrol in relation to commercial vehicle operations. 9. Coordination with all relevant offices and the FDOT Districts on consistency in publishing freight statistics, trends, and conditions. 10. Coordination and integration with MPO Freight Plans, MPO technical committees and statewide freight project identification and funding. 11. Coordination with regional visioning, planning and freight efforts. 12. Coordination and integration with FDOT District freight efforts. 13. Coordination between the Central Office modal planning efforts for rail, aviation, space, motor carrier, seaports and transit. 14. Coordination with state and MPO freight modeling efforts. 15. Coordinate with proposed and future integrated logistics centers in relation to local A-3

4 government review and approval, environmental issues and supporting transportation infrastructure. 16. Coordination with the Florida Department of Economic Opportunity (DEO), Enterprise Florida, Space Florida and other economic development entities such as the Florida Chamber of Commerce. This will include familiarization of the programs of said entities and the identification of opportunities for integration and augmentation with FDOT programs and efforts. 17. Conduct outreach to industry leaders, such as the Florida Trucking Association, Florida Rail Association, Florida Airports Council and Florida Seaports Council, and develop opportunities/forums for public involvement. 18. Coordination with Railroad Companies. 19. Coordinate with federal freight planning efforts, work with any federal Freight Plan initiatives and advise on any proposed federal freight legislation. 20. Conduct outreach at the annual Freight Summit. 21. Coordinate with federal entities, such as the FAA, MARAD, USDOT, FHWA, FRA, Kennedy Space Center and the military. 22. Coordinate with the state s emergency response plans and activities. Task D Education and Information The Consultant may be required to assist the Department in providing education and information to the general public and professional development opportunities to professionals involved in freight and logistics planning, as well as ensuring workforce development to support freight and logistics. These efforts will build upon publications and documentation completed as part of Task B and may include, but are not limited to the following: 1. Coordination with vocational, educational and workforce development agencies, as well as industry to develop plans for providing freight/logistics employers with an adequately trained workforce. 2. Outreach and education to the general public on the economic value of freight. 3. Providing professional development and training to Department and MPO/TPO staff. 4. Identifying operational best practices used by industry partners and promoting them during educational and training efforts. Task E Technical Assistance and Support Activities The Consultant may be required to assist the Department in various activities of a technical nature related to freight and logistics planning. These activities may include but are not limited to: 1. Efforts to improve intermodal connectivity between modes supporting a freight logistics network of rail, airport air freight facilities and highways. 2. Efforts to maintain appropriate levels of security across the various modes. 3. Efforts to acquire and maintain compliance with the various environmental permits required by efforts to improve modal infrastructure. 4. Efforts to coordinate with the Army Corps of Engineers and the Department of Environmental Protection relating to port dredging projects. 5. Efforts to understand and stay abreast of all federal laws and legislation affecting freight and its various modes. A-4

5 6. Efforts to identify and recommend freight data needs as well as obtaining and analyzing said data. These efforts will include the data needs of all modes and may include Origin and Destination studies to assist in freight modeling and development of an air freight commodity flow, evaluating and recommending ways to improve data availability including industry and intergovernmental coordination with rail, motor carrier, seaport, transit and local transportation agencies. 7. Efforts to identify, review and recommend freight statistics, trends, conditions, and performance measures. 8. Efforts to integrate freight and logistics issues into the Florida Transportation Plan. 9. Efforts to integrate freight and logistics issues into the Strategic Intermodal System Plan and associated documents such as the Strategic Intermodal System Multimodal Needs Plan. 10. Efforts to develop multimodal freight modeling. 11. Efforts to identify and integrate the existing and future impacts of increased freight movement on the statewide transportation system, including corridor development and the development of Interstate Master Plans, corridor plans, action plans, or other facility plans. 12. Efforts to identify and integrate the existing and future impacts of existing and proposed intermodal logistics centers, inland ports, airport air freight facilities and integrated logistics centers on the statewide transportation system. 13. Efforts to identify job access needs and transportation strategies relating to the location of inland ports, airport facilities and intermodal logistics centers. 14. Efforts to develop and/or refine a process to accommodate the prioritization of statewide freight infrastructure investments, including integrating this process with other existing Department project development and funding processes. 15. Effort to update modal plans, such as the Strategic Intermodal System Plan, the Rail System Plan, the Motor Carrier System Plan, the Seaport and Waterway System Plan and the Aviation System Plan. 16. Efforts to coordinate and integrate findings from freight-related partner documents and reviews, including efforts such as the Florida Trade and Logistics Study or other economic development reports. 17. Efforts to perform rail diagnostic field reviews with a cross-functional team including representatives from highway, railroad, and regulatory entities. 18. Efforts to investigate/document the characteristics of highway-rail crossings and evaluate of rail corridors for upgrade, consolidation and grade separation. 19. Efforts to conduct traffic counts for vehicles and/or pedestrians. 20. Efforts to review preemption sequences to ensure traffic signal are compatible with railroad crossing active warning devices. 21. Efforts to index historical documents and perform data warehousing. 22. Efforts to identify methods for funding freight projects, including changes to freight tax structures. 23. Efforts to evaluate and recommend statutory and regulatory changes to facilitate the health of the freight system. 24. Efforts to evaluate the impact of bottlenecks outside Florida on Florida s freight flows. 25. Efforts to integrate freight and logistics planning into the state s emergency response plans and activities. 26. Efforts to integrate freight planning and logistics activities into the metropolitan planning (MPO/TPO) process. 27. Efforts to evaluate delay on railroad at-grade crossings, and other intermodal A-5

6 junctions or transfers. Task F Communication The Consultant may be required to assist the Department in developing and implementing a comprehensive communication plan to build support for and recognition of the role that freight plays in the state. These activities may include but are not limited to: 1. Continuing implementation of a comprehensive communications plan that contains a consistent message, multiple plan components, identified budgetary and resource needs, and identified target audiences. 2. An analysis of key target audiences, methods of delivery, project timeline, and assessment measures. The analysis will assess the various political climates, existing conditions and geographic disparities as well as test various messages with target audiences. 3. A knowledge search of existing and potential freight stakeholders, their outreach efforts, communication practices and messaging as well as current efforts of other states in communicating freight activities. 4. The implementation of the various components of the communications plan. These efforts may include the creation and upkeep of websites, advertising, the use of blogs and other social media, and presentation aides such as talking and power point materials. Implementation will also include efforts at direct advocacy to local state and federal officials and ultimately develop a coalition of like-minded stakeholders. 5. Creation of graphic materials and Public Service Announcements. Task G - Geographic Information System (GIS) Assistance The Consultant may be required to provide GIS services to the Office of Freight, Logistics and Passenger Operations. These services may include, but are not limited to: maintenance of GIS applications, application development and special GIS projects that support the Department s programs; data editing; data processing; and map production. The Consultant must be able to provide highly skilled geographic information systems staff in order to accomplish these services. The Office of Freight, Logistics and Passenger Operations utilizes Environmental Systems Research Institute Geographic Information Systems software. Task H Information Technology (IT) Support The Consultant may be required to provide assistance in communicating with the Agency for State Technology (AST) with regard to the server environment utilized by the Central Office. The Consultant may be required to provide assistance in database management, systems development and integration and coordination of existing Department technology systems. The Consultant may be required to provide interface support and provide assistance in defining and refining the logic for data extracts and processes and developing tools for data collection and reporting. IV. Responsibilities of the Department A. The Department shall provide a Project Manager who shall be responsible for all coordination with the Consultant pertaining to all contractual matters, invoicing and reporting. The Department may also designate a Manager for each Task Work Order A-6

7 who shall be responsible for working with the Consultant Project Manager to define the specific work to be performed and the schedule for completion of each task, the Consultant staffing to be provided, and the cost. The Department Project Manager shall be responsible for approval of any additional staffing to be provided including additional Consultant staff (approval must be coordinated with the Procurement Office) and shall give approval of all products and services. B. The Department shall approve, prior to the initiation of any work on any of the tasks defined in this exhibit, a specific Task Work Order defining the work to be accomplished and the total reimbursement due to the Consultant. The Task Work Order shall specify the Department Task Work Order Manager, who may be different from the Department Project Manager. C. The Department shall furnish, without charge, the following services and data to the Consultant for the performance of the requested services: 1. All criteria and full information as to the Department s requirements for the Consultant s services including objectives, constraints, budgetary limitations and time restraints. The Department shall apprise the Consultant when a Task Work Order is funded by operating funds, which must be invoiced before the end of the Department s fiscal year. 2. All Department rules, policies, procedures, standards and other information applicable to the services. 3. All drawings, specifications, schedules, reports and other information prepared by and/or for the Department by others which are available to the Department and which the Department considers pertinent to the Consultant s responsibilities described herein. 4. All traffic, planning and other available data required for performance of assigned tasks. 5. Computer and data access (mainframe and personal) if needed by Consultant staff to perform assigned tasks. Specific computer/data access requirements will be specified in each individual Task Work Order. 6. Limited short-term office space may be provided by the Department for technical staff where close contact with Department staff is necessary for the work being performed. V. Responsibilities of the Consultant A. The Consultant shall provide an overall Project Manager, acceptable to the Department, who will be the primary point of contact with the Department for the scope, schedule, manpower coordination and completion of all Task Work Orders. The Consultant Project Manager shall appoint, with the concurrence of the Department Project Manager and Department individual Task Work Order Manager, a Consultant individual Task Work Order Manager. The Consultant Project Manager shall meet with the Department staff on a regular basis as requested by the Department Project Manager and shall provide monthly progress reports in a mutually agreeable format, by Task Work Order, no later than two weeks after the end of the billing cycle of each month unless agreed to by the Department Project Manager. These progress reports shall be the basis for evaluation and processing of invoices for payment, unless otherwise stated in the Task Work Order. A-7

8 B. The Consultant shall provide and maintain an up-to-date list of staff with agreed-to classifications and approved salaries (subject to the contract Exhibit B ) that would be available to be assigned to specific Task Work Orders. No Consultant staff, except those specifically identified in a Task Work Order or those specifically agreed to by the Department Project Manager, shall charge time to that particular Task Work Order. C. Consultant must request approval from the Department s Project Manager and Procurement for any modifications or additions to the list of available staff prior to the initiation of any work by that individual. If applicable, new job classifications may be added to the contract via contract amendment. Consultant shall submit a copy of the resume and payroll register before new staff can be added. D. The Consultant shall provide sufficient staff, either the specific staff person requested or acceptable staff at defined levels of expertise as agreed to by the Department s Task Work Order Manager, in a timely manner to complete all assigned work. If, at any time, the Department Task Work Order Manager determines that the number or expertise of particular staff assigned to a specific task is inadequate, the Department Project Manager and the Task Work Order Manager shall coordinate with the Consultant Project Manager to ensure adequate staff with the proper level of expertise is made available to ensure the timely completion of the work. E. The Consultant shall maintain an office and staff in Tallahassee as defined and agreed to in Task Work Orders. Limited office space may be provided by the Department for technical staff where close proximity with Department staff is necessary for the work being performed. Such arrangements will be made between the Consultant Project Manager and the Department Project Manager on an as needed basis, and will be expressly stipulated in the individual Task Work Orders. All Task Work Orders where services are anticipated to be wholly and exclusively performed utilizing Department space will be compensated at reduced overhead compensation, or field office rates. F. The Consultant shall provide all agreed to services, products and documentation within the required time schedule as defined in the individual Task Work Order. G. The Consultant shall provide monthly invoices for work performed within 15 days of the end of the month for work performed during the preceding month, unless specifically agreed to by the Department Project Manager. A final invoice for operating budget Task Work Orders shall be provided no later than 30 days after the Task Work Order terminates. H. The Consultant shall verify to the Department Project Manager that all computers used by Consultant staff have a resident anti-virus program acceptable to the Department. I. The Consultant shall ensure that all documents and support forms are in a format compatible with Departmental computer systems using software approved by the Department s Project Manager and stored as specifically agreed to in an individual Task Work Order. Specific project documentation requirements will be specified in the respective Task Work Orders. A-8

9 VI. Personnel Qualifications The Consultant shall assign only competent technical and professional personnel qualified by the necessary experience and education to perform assigned work. The Consultant is responsible for ensuring that staff assigned to work under this Agreement has the training established by the Department as a prerequisite for consultant staff to perform work. If the required training is such that it can be applied by the trainee to work on other contracts, (regardless of whether or not the trainee would work on other agreements), the cost of the trainee s time and expenses associated with the training is not directly billable to the Department on this contract, and shall only be recoverable thru overhead for the Consultant firm. VII. Subconsultant Services Services assigned to any subconsultants must be approved in writing and in advance by the Department Project Manager, Procurement Office and the Consultant Project Manager in accordance with this agreement. All subconsultants must be technically qualified by the Department to perform all work assigned to them. Additional subconsultants with specialized areas of expertise may be required to complete specific Task Work Order assignments. Any subconsultant to be hired and all work assignments to be performed, and all rates of compensation shall be agreed to by the Department Project Manager, Procurement Office and the Consultant Project Manager and documented in the contract file prior to any work being performed by the subconsultant. Any new subconsultant must be added to the contract via contract amendment prior to any issuance of work on a Task Work Order. VIII. Consultant Not Employee or Agent The Consultant and its employees, agents, representatives, or subconsultants/ subcontractors are not employees of the Department and are not entitled to the benefits of State of Florida employees. Except to the extent expressly authorized herein, Consultant and its employees, agents, representatives, or subconsultants/ subcontractors are not agents of the Department or the State for any purpose or authority such as to bind or represent the interests thereof, and shall not represent that it is an agent or that it is acting on the behalf of the Department or the State. The Department shall not be bound by any unauthorized acts or conduct of Consultant. IX. Ownership of Works and Inventions The Department shall have full ownership of any works of authorship, inventions, improvements, ideas, data, processes, computer software programs, and discoveries (hereafter called intellectual property) conceived, created, or furnished under this agreement, with no rights of ownership in Consultant or any subconsultants/subcontractors. Consultant and subconsultants/subcontractors shall fully and promptly disclose to the Department all intellectual property conceived, created, or furnished under this agreement. Consultant or subconsultant/ subcontractor hereby assigns to the Department the sole and exclusive right, title, and interest in and A-9

10 to all intellectual property conceived, created, or furnished under this agreement, without further consideration. This Agreement shall operate as an irrevocable assignment by Consultant and subconsultants/subcontractors to the Department of the copyright in any intellectual property created, published, or furnished to the Department under this Agreement, including all rights thereunder in perpetuity. Consultant and subconsultants/subcontractors shall not patent any intellectual property conceived, created, or furnished under this Agreement. Consultant and subconsultants/subcontractors agree to execute and deliver all necessary documents requested by the Department to effect the assignment of intellectual property to the Department or the registration or confirmation of the Department s rights in or to intellectual property under the terms of this Agreement. Consultant agrees to include this provision in all its subcontracts under this Agreement. X. Project Plan The Department requires that the Consultant create and submit a Project Plan that demonstrates how the creation and maintenance of the application will be carried out. The Project Plan template may be found at and is the template which the Department requires the Consultant to follow. The Project Plan must be submitted to the Department within 14 days of execution of any Task Work Order containing Information Technology resources. Upon receipt of the Project Plan, the Department will have fourteen (14) days to review and approve the Project Plan in its sole discretion. No work other may begin prior to the submission and approval of the Project Plan. After the Project Plan is approved, the Consultant shall keep the Project Plan updated as necessary or upon notification by the Department of a deficiency in the Project Plan. Any change to the Project Plan must be approved by the Department. XI. Security Plan The Department requires that the Consultant create and submit a Security Plan. The Security Plan template may be found at 0.docx and is the template which the Department requires the Consultant to follow. The Security Plan must be submitted to the Department as specified in the Scope of Work for any Task Work Order containing Information Technology resources. Upon receipt of the Security Plan, the Department will have fourteen (14) days to review and approve the Security Plan in its sole discretion. After the Security Plan is approved, the Consultant shall keep the Security Plan updated as necessary or upon notification by the Department of a deficiency in the Security Plan. Any change to the Security Plan must be approved by the Department. A-10