Exhibit A Scope of Services Technology and Data Support Consultant for Emerging Transportation Systems

Transcription

1 I. Purpose Exhibit A Scope of Services Technology and Data Support Consultant for Emerging Transportation Systems The Florida Department of Transportation (DOT) has been at the forefront of other State DOTs in the integration of automated and connected vehicles into existing and future transportation planning s activities. Autonomous and connected vehicle technologies have vast potential to alleviate accidents, congestion and other issues facing the traveling public. Automated and connected vehicle technology is a rather new endeavor and there have been many advancements in the last 3 years while the previous contract was in place. It has been an opportunity and challenge, given this technology is in its relative infancy and the acceleration of implementation has been so rapid. But this has not occurred in a vacuum. The changes in the automotive industry are being witnessed in other ancillary transportation industries who realize that this new technology has potential impacts on transportation operations and planning. To keep up with these new opportunities, the FDOT has made significant changes in their organizational structure and approach to fully prepare for these advances. In January 2017, the Office of Transportation Technology (OTT) and Civil Integrated Management (CIM) were created to focus efforts in this area. As a part of this, The Transportation Statistics Office was renamed the Office of Transportation Data and Analytics (TDA) and joined the OTT/CIM. To be in a position to respond to new advances in technology we needed to create a new structure that could be nimble and adaptable to a changing world. Our ability to react to a changing technology climate is our greatest strength and challenge. To assist us in meeting this new transportation technology climate, this new contract will need to be more fluid and agile then previous contracts. It will be very dynamic and rely on external factors that are not as predictable as previously encountered. This contract will expand the range of the previous AV contract, broadening the focus to include new and innovative transportation technologies including (but not limited to): Truck platooning; Autonomous vehicles; Connected vehicles; Infrastructure inspection robotics; Advance infrastructure data acquisition; Transportation disadvantaged solutions; Innovative concepts for protecting pedestrian and bicyclists; Mass transit applications; Shared mobility; Alternative fueled vehicles; CIM (BIM Building Information Modeling) o 3D Models o Augmented Reality o Predictive Analytics Geographic Information Systems; Technologies and Tools; A-1

2 o Unmanned aerial vehicles or systems (UAV)(UAS)(Drones); o Ground or Aerial Photogrammetry; o Remote Sensing Systems (LiDAR - Light Detection and Ranging (Radar); o Machine Learning; o Robotics The use of any Unmanned Aircraft System, drone, or similar system must comply with federal, state, and local laws and regulations. Many facets of society can positively gain from the careful integration of these emerging and revolutionary technologies. Florida is leading the way by exploring possible impacts and opportunities of these on our society and creating a real-world framework for implementation that address the core functions of the FDOT. The Department requires professional engineering and planning Consultant services to support the planning and management of automated vehicles technology. The Consultant shall function as an extension of the Department's resources by providing qualified technical and professional personnel to perform the duties and responsibilities assigned under the terms of this agreement. The Consultant shall minimize to the maximum extent possible the Department's need to apply its own resources to assignments authorized by the Department. The Department, at its option, may elect to expand, reduce, or delete the extent of each work element described in this scope of services document, provided such action does not alter the intent of this agreement. Services for the subject contract will be authorized as task work assignments. Funding sources for services may be both work program and operating funds. Work on Operating funds Task Work Orders must be completed by June 1, with a final invoice received by the Department no later than June 15, of the fiscal year the funds are encumbered. II. Summary of Service The Consultant will be required to perform engineering, planning, surveying and mapping, policy and technical analysis and will develop specific data, reports, and recommendations to assist the Central Office Civil Integrated Management Staff (Transportation and Analytics Office (TDA) Surveying and Mapping Office (SMO) GIS Office (GISO)) in the performance of some or all of the tasks as identified in Section III of this exhibit. The Consultant may be required to provide web services, newsletters, or other communication media as deemed necessary by the Department. The Consultant also will be required to coordinate with other Department offices, both in Tallahassee and the Districts, as directed, and to develop, revise, and produce publications, procedures, training and other aids related to congestion solutions and managed lanes. The Consultant will be required to perform statistical, economic, and planning analyses to develop specific data, reports, and recommendations in the performance of some or all of the tasks as identified in Section III. 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. III. Consultant Work Tasks Services requested to be provided by the Consultant shall be authorized in writing as Task Work Orders that will include a detailed Scope of Services. After concurrence by the Department designated A-2

3 Task Work Order Manager, the Task Work Orders shall be approved by the Department Project Manager and the Consultant Project Manager through the issuance and signing of Form No , 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 any Task Work Order beyond the services completion date identified in the individual Task Work Order. Any amendments to the terms of the original Task Work Order (including compensation amount or services completion date) may only be accomplished through the issuance and signing of Form No , Task Work Order Amendment Form. The Consultant and the Task Work Order Manager will negotiate a limiting amount fee for each Task Work Order in accordance with the Schedule of Rates of this agreement in Exhibit B Method of Compensation, which is established during negotiations. Each Task Work Order shall clearly identify the services to be performed and the work products to be completed, the number of staff hours by job classification to complete the services and work products, and an estimate of direct expenses associated with the work task. Staff hours will be negotiated for each Task Work Order with the departments business and/or technical subject matter leads. The consultant will be required to provide detailed documentation that justifies staff level assignment to activities and processes, milestones, and/or task at the time of staff hour negotiation. The use of subconsultants for any Task Work Order must be approved in writing in advance of using such subconsultant. Payment by the Consultant for use of a subconsultant will be at the level approved in the Schedule of Rates included in this agreement. It is required 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. The following is a list of tasks that the Consultant may be required to perform: A. Professional Services Contractual Support a. Perform project management, production coordination, quality control and assurance for all tasks and work activities. Prepare and transmit progress reports on a monthly basis or as required. Provide assistance when a quick data collection effort or planning/engineering analysis is needed to support the TDA, Surveying and Mapping Office (SMO), and GIS Offices. An assignment letter documenting the specific work to be performed, the products or services to be provided, the maximum charges allowed and other contractual requirements will enable such tasks. B. Planning for Road Infrastructure Needs a. One of the biggest hurdles facing the widespread adoption of emerging and innovative transportation and technology involves adapting current and planned infrastructure requirements for connected or autonomous systems. Supporting the effort of the Department in their emerging and innovative transportation and technology initiative development relating to the needs associated with the incorporation of these activities into the current and future roadway network is a critical element. Defining and identifying the infrastructure requirements that will be necessary and developing appropriate strategies to implement them into our long-range planning A-3

4 process will be required. The Consultant would serve as the staff support for the TDA and SMO Offices. Activities could include studies, recommendations, pilot projects, and formulating policy recommendations. One area that this task will focus on potential applications that Infrastructure inspection robotics may provide to the FDOT. C. Transit, Transportation Disadvantaged and Shared Mobility a. AV has long been used in the transit industry and offers a tremendous potential to the elderly transportation disadvantaged and transit dependent populations. As Florida s population continues to increase and the number of elderly increases, this technology related to serving this sector will merit further study. The identification and analysis of innovative concepts for protecting pedestrian and bicyclists will also be a component of this task. D. Freight Automation Opportunities a. As motor carriers face continued pressures to fill vacant positions and increased demand for their services AV provide an opportunity to possibly fill critical needs. The Consultant would work with FDOT, partners in the private sector and in the trucking industry to analyze the possible role of AV in the movement of freight. Activities may include studies written reports, surveys, literature reviews, pilot projects, and formulating recommendations. E. Transportation planning implications of emerging and innovative transportation and technology. a. Current trends in driving are changing and this will affect how planners develop their scenarios for future growth, models, vehicle usage characteristics, land use patterns, and societal costs. As Metropolitan Planning Organizations (MPOs) and FDOT update their long-range transportation plans, consideration for this new technology should include coordination with the Systems and Policy Planning Offices in the Central Office as needed in relation to incorporating automated vehicle technology in statewide transportation plans, the Strategic Intermodal System (SIS) and corridor planning. In order to do this, we need a comprehensive look at possible scenarios and how this will affect the planning process. Activities could possibly include studies into planning implications, guidance reports, and surveys of planning agencies, literature reviews, and formulating handbooks. F. Policy perspective and analyses of automated vehicles in Florida a. No other area of emerging and innovative transportation and technology generates more debate and requires more investigations then the challenges of developing policy issues. Issues related to testing, licensing, privacy, and regulation of "autonomous" or "selfdriving" vehicles need to be explored. The Consultant will work closely with FDOT s Office of Policy Planning, Traffic Operations, Safety Office, and Department of Highway Safety and Motor Vehicles to answer these questions. Products developed from this task could take many forms including written reports, policy recommendations, and/or other forms of communication. G. Development of Publications and other Program Documents and Deliverables A-4

5 a. Development of publications and other program documents related to automated vehicles. These efforts may require the creation, maintenance and storing of documentation in both the printed and digital form. H. Education and Outreach Coordination Developing and implementing a comprehensive communication to build support for and recognition of the role that emerging and innovative transportation and technology plays in the efficient movement of people and goods is critical. The wide ranging audience interested in learning about automated vehicles and what Florida DOT is doing to promote the incorporation of emerging and innovative transportation and technology into our plans and projects includes: Transportation professionals planners and engineers in the public and private sectors; freight operators; transit operators; automobile manufacturers; OEM suppliers; aftermarket equipment manufacturers; academic professionals and students; and elected officials. These activities may include but are not limited to: a. Outreach to the general public on Florida DOT s emerging and innovative transportation and technology initiative. b. Providing professional development and training to Department, MPO s and partners. c. Conduct outreach to industry leaders and develop opportunities/forums for public involvement. d. Provide support for the annual summit on automated vehicles. e. The implementation of websites, advertising, blogs and other social media, and presentation aides such as talking, exhibits 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. I. Civil Integrated Management (CIM) The department is building a comprehensive data governance structure which is called Reliable, Organized, Accurate Data Sharing (ROADS). The goal is to improve data quality and master data management. In a large and diverse organization even with improved data practice it does not necessarily mean we are properly leveraging the data for our mission and day to day business activities. Our CIM goal is to collect it once and use it many times throughout the lifecycle of the facility. Eliminate duplicate efforts and share the single source of truth. Activities we may need in support of CIM are: a. Study various districts and or program areas to gather practices in data collection, purchasing, processing, use, and storage. Document how data is currently shared, modified, and life cycled. b. Data collection and sharing device opportunities. Office, field hardware, software, and existing mobile device apps. Other government data, crowd source, etc. how can these help our business, communication, and outreach. A-5

6 c. Outreach to our other public partners for data sharing and hosting opportunities. d. Data collection technologies for asset management. e. Collecting and sharing data for 3D models, augmented reality, predictive and visual analytics. f. Staff support in photogrammetry, GIS mapping, surveying, remote sensing, J. Advance Data Acquisition One of the areas of concentration is the use of emerging technology to perform data acquisition. Connected and automated vehicles will carry embedded mobile broadband chips and on-board computers which will upload twenty-five gigabytes to the cloud every hour. Data on route, speed, road conditions and other will be available for the FDOT to use. This data can be analyzed in real-time to keep the Traffic Management Centers aware of conditions in the field. Combined with LIDAR and unmanned aerial vehicles (UAV), the way data is collected, transferred, stored and used is a one of the areas that will be utilized in this contract. 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 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 the Consultant. The Task Work Order shall specify the Department Task Work Order Manager, who may be different from the 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 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 access (mainframe and personal) if needed by Consultant staff to perform assigned tasks. Specific computer access requirements will be specified in each individual Task Work Order. A-6

7 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. Such arrangements will be made between the Consultant Project Manager and Department Project Manager on an as needed basis and will be specifically stated in individual Task Work Orders. V. Responsibilities of the Consultant All approved Consultant staff will be authorized to charge at the actual current hourly rate identified in the Exhibit B, Method of Compensation which will be established during negotiations. Any additional staff or subconsultants must be agreed to and approved by the Department Task Work Order Manager and the Procurement Office. 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 Managers, 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. 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 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. A-7

8 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 have been prepared on software approved by the Department s Project Manager and stored as specifically agreed to in an individual Task Work Order. A sequential naming convention should be applied to the files and documentation provided to the Department. Specific project documentation requirements will be specified in the respective Task Work Orders. VI. VII. VIII. IX. 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. Subconsultant Services Services assigned to any subconsultants must be approved in 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 by a subconsultant 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 (in coordination with the Procurement Office) prior to any issuance of work on a Task Work Order. Consultants 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. Reporting and Submittal of Progress Reports A-8

9 The Consultant shall provide invoices for progress payments for services on authorized Task Work Orders on a monthly basis. Accompanying each invoice shall be a progress report discussing that period's progress on the task and containing sufficient information to support the billing. X. 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 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. XI. 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. XII. Security Plan The Department requires that the Consultant create and submit a Security Plan. The Security Plan template may be found at docx A-9

10 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