Continuing Services Contract for Statistics Traffic Data Collection and Analysis. FM No.:
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1 Continuing Services Contract for Statistics Traffic Data Collection and Analysis I. Purpose FM No.: The main objectives of this contract are to provide professional and technical services in collecting and analyzing traffic and highway data. The activities to be performed by the consultants may include, but are not limited to, Traffic/Roadway Characteristics Inventory (TCI/RCI) data collection, data reporting, mapping applications, and data analysis as mandated by the relevant regulations and policies. In addition, the consultants may also be tasked to collect and analyze customer trip characteristics, travel behavior, demographic characteristics, and operational and performance measures from the public transit systems in the district to support travel demand modeling, long-range and area wide planning, route planning and scheduling, service design, marketing, and customer communications. Services for the subject contract will be authorized as task assignments. Funding sources for services will be work program funds. II. Summary of Services The primary services that will be undertaken in this contract may include but are not limited to: 1. Perform data entry and data conversion to the Traffic Characteristics Inventory (TCI) and Roadway Characteristics Inventory (RCI) programs; 2. Carry out average daily traffic (ADT) and vehicle classification surveys; 3. Perform traffic surveys and miscellaneous tasks to meet project specific traffic data collection needs; 4. Conduct roadway and/or traffic data analysis and develop reports; 5. Develop and operate Traffic monitoring sites, including portable traffic monitoring sites (PTMS), telemetered traffic monitoring sites (TTMS), and other non-intrusive devices 6. Access Management Classification III. Definition of Potential Consultant Tasks Perform all services in accordance with the DEPARTMENT s policies, Manuals, Handbooks, and Procedures. Work is to be performed by the CONSULTANT on as-needed basis throughout the duration of the contract and as authorized by Task Work Orders. The following sections describe the tasks for which CONSULTANT services may be required. Primary Tasks A. Perform the following traffic surveys in accordance with the FDOT Traffic Monitoring Handbook. Unless otherwise specified, all vehicle classification surveys must be A-1
2 conducted using the FHWA Classification Scheme F. Assure using GPS or an alternate method as approved by the DEPARTMENT, routine site locations are same every year, where counts are collected by portable sensors. Record the GPS latitude and longitude coordinates of the counter for a new location. ADT for Twenty-four (24) Hour period ADT for Forty-eight (48) Hour period ADT for Seventy-two (72) Hour period ADT for Seven (7) Day period ADT for Fourteen (14) Day period Vehicle Classification Survey for Twenty-four (24) Hour period Vehicle Classification Survey for Forty-eight (48) Hour period Vehicle Classification Survey for Seventy-two (72) Hour period Vehicle Classification Survey for Seven (7) Day period Vehicle Classification Survey for Fourteen (14) Day period B. Freight Traffic Data Collection and Analysis Develop, implement, and refine classification traffic data collection plan and coverage. Collect and analyze data to assess freight level of service through quantifiable performance measures. Freight data includes, but not limited to, the following: Volume and direction Terminal gate queue length and processing time at sea ports Commodity value Gross vehicle weight (GVWR) or gross vehicle mass (GVM) Time and day/ Date Truck type and body style Trip Origin and Destination, and route used The CONSULTANT may be required to perform the following activities as needed. Identify quantitative freight data sources Collect stakeholder input Identify hot spots and key issues Compile freight profile in terms of volume, commodity type, economic impact, etc. Develop freight plan recommendations and strategic framework C. Intersection Turning Movement Counts (TMC) and Pedestrian/Bicycle Counts The CONSULTANT may be required to perform the following activities as needed. Conduct TMCs at specified intervals and in accordance with the Manual on Uniform Traffic Studies (MUTS), which may include pedestrian and/or bicycle Counts. Provide a condition diagram including a schematic of the intersection geometric layout. The condition diagram will include the location of all counting personnel and equipment. A-2
3 Provide electronic files and documentation as appropriate and necessary for subsequent processing. D. Portable Traffic Monitoring Site (PTMS) Inspections Perform inspection and prepare an inspection report for PTMS in accordance with the Traffic Monitoring Handbook. Upon acceptance of inspections, label and number each PTMS cabinet in accordance with the Department s policy. Submit the site inspection report within a week of its completion. E. Bridge Closing/ Boat Volume Surveys Conduct a 14-day volume count of the traffic crossing over or under a specified bridge. Collect Volume data in 15-minute intervals and summarize in accordance with U.S. Coast Guard procedures. F. Speed/Travel Time Surveys Spot speed and/or travel time studies in accordance with the Manual on Uniform Traffic Studies (MUTS). Carry out Speed surveys using existing DEPARTMENT owned PTMSs. or an approved alternative method at any designated location. Perform spot speed analyses to quantify free-flowing and/or other traffic speed characteristics at a specified location under the traffic and environmental conditions prevailing at the time of the analysis. G. Traffic Count Location Selection The CONSULTANT may be required to recommend permanent/portable count site locations for the installation of inductive loop detectors, piezoelectric sensors and TMS traffic control cabinets. This task may require statistical analysis of existing count locations to determine count site needs by facility type, area type, number of lanes, etc., as well as field review and right-of-way research to identify suitable count site locations. H. Data Analysis Run Edit 4-Traffic Breaks Edit Report and Edit 5-Traffic Flow Breaks Edit Report on a monthly basis using the Department s reporting system. Perform necessary corrections in the database until they return error free. I. Project Traffic Development A-3
4 Collect necessary project specific traffic data. Develop future traffic estimates, including turning movements. Develop K, D and T design factors, and prepare pavement loading reports (18-Kip ESAL). Equivalent Single Axle Load (ESAL) Reports shall be prepared by a certified individual and/or signed and sealed by a Professional Engineer. J. GPS Services All data collection must be accompanied by Global Positioning Systems (GPS) coordinates in accordance with the Department s standards. Secondary Tasks: A. Traffic Data Conversion, Manipulation, Integration and Analysis Perform necessary conversion, manipulation, integration, mining, and analysis of traffic data that are received from various sources. including. B. Roadway Characteristics Inventory of SHS, Off System/HPMS samples in both Urban and Rural areas. The CONSULTANT may be required to perform the following duties as needed. Collect required highway data and/or HPMS data using a Distance Measuring Instrument (DMI) with GPS capability. Prepare and collect all Planning Features in accordance with the most recent version of the DEPARTMENT s RCI Data Collection Handbook, RCI Planning Data Handbook, and the General Interest Roadway Data procedure (Procedure No j). Run Edits until they return error free. Coordinate with the DEPARTMENT s District Four Traffic Count Inventory team to verify the number, mile point, latitude, longitude, and meta data of each Portable Traffic Monitoring Site (PTMS) along the assigned sections, Enter this information into the RCI database. Create new or regenerate straight-line diagrams (SLDs) using the latest version of Straight-Line Diagrammer Online (SLO) program for ON-system roadways, Map-21 OFF-System roadways, and SIS OFF-System Connectors as required in accordance with the most recent version of the DEPARTMENT s General Interest Roadway Data procedure (currently, Procedure No j, 3/23/2016) and the DEPARTMENT s SLD Handbook. Submit completed SLDs at least 10 days before the SLD distribution due date, that beings 20 days after RCI input. In the field inventory process. C. RCI/SLD Production Associated with FDOT Construction Completion Notification The CONSULTANT may be required to perform the following duties as needed. Conduct a detailed review of roadway construction plans to determine changes needed in RCI. Regenerate straight-line diagrams (SLDs) using the latest version of Straight-Line Diagrammer Online (SLO) program for ON-system roadways, Map-21 OFF-System roadways, and SIS OFF-System Connectors as required in accordance with the most recent version of the DEPARTMENT s General Interest Roadway Data procedure (currently, Procedure No j, 3/23/2016) and the DEPARTMENT s SLD Handbook. Update RCI database. Run Edits until they return error free. Produce Straight Line Diagrams (SLD) for each A-4
5 roadway having had a construction plan review. Obtain the DEPARTMENT s Project Manager s approval for all SLDs before final submittal. D. Public Involvement for Travel Surveys The CONSULTANT may be required to perform the following duties as needed. Develop and conduct public involvement program for a travel survey. Conduct public workshop and to present the work products. Advertise public involvement events in accordance with the DEPARTMENT s policies. Document public inputs. E. Use of mapping technologies The CONSULTANT may be required to use Remote Sensing Systems and other technologies for inventory and data collection. F. FDOT Planning Office Basemap Correction/Update Analysis The CONSULTANT may be required to perform the following duties as needed. Conduct a detailed review of the FDOT Planning Office basemap including, Roadway sections alignments, length, curve data, overall description, classifications, etc. for inconsistencies between the basemap and RCI database. Use ArcGIS, digital ortho quarter quad maps, aerials, Videolog and the RCI database. Prepare basemap correction submittal package(s). G. Access Management The CONSULTANT may be required to perform the following duties as needed.. Conduct field inventories to confirm/ identify access management classification Rule Chapter 14.97, F.A.C. and any other supporting documents. Perform public involvement duties, as needed. General Requirements A. Staff classifications: The following job classifications are considered necessary for this contract. A-5
6 a. Project Manager b. Senior Engineer c. Engineer d. Engineer Intern e. Senior Engineering Technician f. Engineering Technician g. Senior GIS Specialist h. GIS Specialist i. Senior Planner j. Planner k. CADD/Computer Technician B. MEETINGS: During the contract period, a number of meetings may be necessary between CONSULTANT and DEPARTMENT personnel. Meetings may be scheduled at the request of either party, as needed. These meetings may include, but are not limited to, the following purposes: a. To provide documentation b. Review of proposed task work orders, scheduling needs, and personnel resources c. Review of the financial and legal administration of the contract d. Address any questions the CONSULTANT or DEPARTMENT may have e. Resolve unforeseen problems C. All the documents created for this project shall be ready for internet posting. Additional electronic format(s) may be specified in TWO. Computations based on computer programs other than the DEPARTMENT's must conform to all DEPARTMENT format requirements. All contractually required documentation will be prepared using software compatible with the DEPARTMENT. D. The CONSULTANT shall complete all work performed under this contract in accordance with current DEPARTMENT Policies, Procedures, Guidelines, Standards, and other information applicable to the services. E. The CONSULTANT must coordinate with the DEPARTMENT project manager to ensure that the latest version of SPS is used. F. Counting devices must be setup and configured in accordance with the guidelines set forth in the SPS User Manual. Assure data collection equipment are accurate and operational prior to every data collection event. G. Provide all equipment and materials required to complete each task work order, including counters, cable assemblies, sensors, and accessories. A-6
7 H. Submit annual certification of all counters prior to beginning the Routine Annual Count Program each year, and prior to putting a new or repaired counter into service. I. When not described in the Department s procedures, Calibration methodology and documentation must have DEPARTMENT approval. J. Traffic counters placed in the field will be clearly marked with the name and telephone number of the CONSULTANT. K. Do not disconnect the J1 cable and connect their counter directly to the back panel of PTMS. When PTMS has J1 cable available for connectivity, connect equipment using P1 cable. L. Where the DEPARTMENT has installed permanent sensors, the CONSULTANT is required to use them unless otherwise directed by the DEPARTMENT. M. Notify the DEPARTMENT of any problems concerning a PTMS. N. Avoid collecting data one day prior to, during, or one day after holidays and special events. Other requirements A. During contract negotiations, the CONSULTANT and DEPARTMENT will agree to a unit cost for activities and staff classifications. B. CONSULTANT s work will be performed and directed by key personnel identified in the executed contract. The CONSULTANT shall provide sufficient staff at defined levels of expertise as agreed to by the DEPARTMENT. Prior to any changes in the indicated personnel, a request must be submitted to the DEPARTMENT for review and approval. The CONSULTANT may be required to assign a Task Manager to coordinate activities associated with assigned tasks. IV. Responsibilities of the Department 1. 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. 2. The Department shall approve, prior to the initiation of any tasks described 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, when it is different from the Project Manager. 3. The Department shall furnish, without charge, the following services and data to the Consultant for the performance of the requested services: A-7
8 a. All criteria and full information as to the Department s requirements for the Consultant s services including objectives, constraints, budgetary limitations and time restraints. b. All Department rules, policies, procedures, standards and other information applicable to the services. c. 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. d. 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. e. The DEPARTMENT will furnish the CONSULTANT the Survey Processing Software (SPS), and Count Check Software V. Responsibilities of the Consultant 1. 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. 2. 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. 3. Consultant must request approval from the Department s Project Manager 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 when staff is added. 4. 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. A-8
9 5. The Consultant shall provide all agreed to services, products and documentation within the required time schedule as defined in the individual Task Work Order. 6. 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. 7. 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. 8. 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. 9. The Consultant shall maintain an office and staff in as defined and agreed to in Task Work Orders. Limited short-term 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 or field personnel will be compensated at reduced overhead compensation, or field office rates. 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. VIII. Consultant Not Employee or Agent A-9
10 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 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 affect 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. A-10
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