TEXAS DEPARTMENT OF TRANSPORTATION GENERAL SERVICES DIVISION. SPECIFICATION NO. TxDOT * REVISED: FEBRUARY 2008

Transcription

1 TEXAS DEPARTMENT OF TRANSPORTATION GENERAL SERVICES DIVISION SPECIFICATION NO. * EXTERNAL STATION TRAVEL SURVEYS PUBLICATION This specification is a product of the Texas Department of Transportation (TxDOT). It is the practice of TxDOT to support other entities by making this specification available through the National Institute of Governmental Purchasing (NIGP). This specification may not be sold for profit or monetary gain. If this specification is altered in any way, the header, and any and all references to TxDOT must be removed. TxDOT does not assume nor accept any liability when this specification is used in the procurement process by any other entity. 1. SCOPE: This solicitation is an Invitation for Bid for services to provide the basic elements required for conducting external station travel surveys, which include site selection, traffic control implementation, data collection, geocoding, and reporting of data in a draft and final report, for the Transportation, Planning and Programming Division (TPP). The goal is to obtain as much data as possible when conducting external station travel surveys. Travel information collected will be utilized to update travel demand models used for transportation planning. The identified study area is specified (Ref. Attachment A Special Requirements). The External Station Travel Survey consists of the following basic tasks: Task A Site selection. Task B Conducting the survey. Task C Verify, edit, process and geocode survey data. Task D Reports and survey documentation. 2. ACRONYMS 2.1. AGC Associated General Contractors 2.2. ANSI American National Standards Institute 2.3. ATSSA American Traffic Safety Services Association 2.4. CBD Central Business District 2.5. DBE Disadvantaged Business Enterprise 2.6. EIN Employer Identification Number 2.7. FHWA Federal Highways Administration 2.8. FLSA Fair Labor Standards Act 2.9. HV High Volume HOV High Occupancy Vehicle HUB Historically Underutilized Business IFB Invitation for Bid * This Specification Supersedes Specification No., Revised August

2 2.13. MPO Metropolitan Planning Organization NAICS North American Industry Classification System NIGP National Institute of Governmental Purchasing POC Point of Contact PM Vendor s Project Manager SAM Statewide Analysis Model SIC Standard Industrial Classification TAZ Traffic Analysis Zone TCP Traffic Control Plan TCS Traffic Control Supervisor TDR TxDOT District Representative TEEX Texas Engineering Extension Service TPP Transportation Planning and Programming Division TxDOT Texas Department of Transportation TXMUTCD Texas Manual on Uniform Traffic Control Devices for Streets and Highways USDOT U.S. Department of Transportation VLPDR Video License Plate Data Reduction Software 3. APPLICABLE LAWS AND STANDARDS: The vendor shall provide the specified service requirements in accordance with all federal, state and local applicable laws, standards and regulations necessary to perform the services, including, but not limited to: 3.1. Texas Department of Transportation Standard Specifications for Construction and Maintenance of Highways, Streets and Bridges TXMUTCD; Part VI Standards and Guides for Traffic Controls for Street and Highway Construction, Maintenance, Utility, and Incident Management Operations and Section F, Control of Traffic through Work Areas Texas Department of Transportation Compliant Work Zone Traffic Control Device List Title 49, CFR, Part 23 as pertaining to Disadvantaged Business Enterprises (DBE) and Woman Owned Businesses (WBE) Executive Order entitled "Equal Employment Opportunity as amended by Executive Order and as supplemented in Department of Labor Regulations (Title 41, CFR, 60) CFR. Part 401 et seq. Patent Rights Procedures Title 49 CFR Part Procurement Standards Title 49 CFR Part Property Management Standards Title 48 CFR Part 31 Federal Acquisitions Regulations (FAR 31) Allowable Cost Principles. 2-20

3 4. CURRENT ENVIRONMENT: TxDOT and MPOs have identified a need to update the basic travel information required for developing and calibrating trip generation and distribution models used in transportation planning. Long-range transportation planning efforts use traditional travel demand models that include trip generation, trip distribution, mode split, and 24-hour vehicular traffic assignment for metropolitan areas within Texas. The majority of information required for travel models is acquired through conducting travel surveys. Comprehensive travel surveys are made up of five basic types of surveys to study various aspects of travel and trip making in urban areas. These include external station travel surveys, workplace surveys, household surveys, commercial vehicle surveys and special generator surveys. Travel information is also necessary to drive air quality models and a transit HOV component of the modeling process. 5. RESPONDENT QUALIFICATIONS: The respondent shall: 5.1. Be a company engaged in the business of providing external station or similar types of travel surveys, which include interviews, geocoding and data reporting, license plate video capture, traffic control implementation and automatic vehicle classification counts for a minimum of three years within the last five years. Recent start-up businesses do not meet the requirements of this solicitation. A start-up business is defined as a new company that has no previous operational history or expertise in the relevant business and is not affiliated with a company that has that history or expertise Have a minimum of three years experience within the last five years in successfully conducting and managing external station travel surveys of similar scope for federal, state or local governmental entities Be in good financial standing, not in any form of bankruptcy, current in payment of all taxes and fees such as state franchise fees. TxDOT reserves the right to request a copy of the respondent s audited or un-audited financial statement. When financial statements are requested, TxDOT will review the respondent's audited or un-audited financial statement to this solicitation in accordance with Texas Government Code, Title 10, Subtitle D, Section to evaluate the sufficiency of the respondent's financial resources and ability to perform the contract or provide the service required in the solicitation. TxDOT will be the sole judge in determining the sufficiency of the respondent s financial resources and ability to perform the contract or provide the service. Factors to be reviewed include: Balance sheets Net working capital Current asset ratio Liquidity ratio Auditor(s) notes Any notes to the financial statements. 6. REFERENCES: The respondent shall submit a minimum of three references to substantiate the qualifications and experience requirements for similar services completed within the past five years. References shall illustrate respondent s, PM s, and supervisor s ability to provide the services outlined in the specification. References shall include name, POC, telephone number, and dates services were performed. The response will be disqualified if TxDOT is unable to verify qualification and experience requirements from the respondent s references. The response will be disqualified if TxDOT receives negative responses. TxDOT will be the sole judge of references (Ref. Schedule 1 Respondent Qualifications and References and Ref. Schedule 2 Key Personnel Qualifications and References). 3-20

4 7. KEY PERSONNEL QUALIFICATIONS: The respondent shall provide the following key personnel: 7.1. PM: The respondent shall designate a PM with a minimum of three years experience within the last five years in project management for the same or similar services and shall have the knowledge to develop and implement the service requirements in this solicitation. The PM shall: Be a permanent employee of the respondent Be the primary point of contact for the term of the purchase order SURVEY SUPERVISOR: The respondent shall designate a Survey Supervisor(s) with a minimum of three years of experience within the last five years in performing or supervising travel surveys and shall have the knowledge to develop and implement the service requirements in this solicitation. The Survey Supervisor shall: Be a permanent employee of the respondent Have a valid TCS certification from ATSSA or TEEX Be a Certified Flagger and be listed in the ATSSA, or AGC (formerly TEEX) flagger database or TxDOT approved equivalent. 8. VENDOR REQUIREMENTS: The vendor shall: 8.1. Adhere to the TxDOT Terms and Conditions identified on the solicitation Provide any and all labor, materials, transportation, equipment, and personal safety equipment necessary to meet or exceed the requirements of the specification and terms of the purchase order for the contracted service Provide trained employees with the proper qualifications for all positions Provide safety communications at each job site. This will consist of a cell phone for the Survey Supervisor and two-way radios for traffic control Provide a toll-free telephone number for survey questions and complaints: Establish a toll-free telephone number to address questions and complaints regarding the survey, prior to conducting pilot, personal interview, or HV video surveys Have trained personnel experienced in fielding travel survey questions from the public to answer calls from 7:00 A.M. to 9:00 P.M., Monday through Friday, during the time period surveys are conducted Ensure the vendor s employees maintain a positive and professional attitude and demeanor at all times when conversing with callers, while respecting the caller s concerns and privacy Keep and maintain a call log of all calls received. The call log shall be kept in electronic format and submitted with the Final Report unless requested by TXDOT prior to that time. For each call received the vendor shall document the following: The date of the call The time of call using military time in hours and minutes Specific details of the nature or purpose of the call The survey location and direction. 4-20

5 Use a pre-recorded message approved by TXDOT during weekends and from 9:00 P.M. to 7:00 A.M. on weekdays. The message shall provide basic details of the survey as well as time periods when a caller can call back to speak with an individual Ensure video capture capabilities are available at each job site for recording of TCP set-ups and at HV sites Provide a sufficient number of employees to allow for scheduled breaks and rest periods to ensure the required number of surveys are obtained Conduct an orientation session, attended by all employees assigned to any TXDOT survey, to explain the survey goals, objectives, guidelines, and safety procedures Designate a PM who will be responsible for the day to day operation of the services in accordance with the requirements of the specifications Designate a Survey Supervisor for each survey site. Failure to provide a clearly designated Survey Supervisor on site at all times may result in the survey site being shut down and re-scheduled for completion at a later date. Any additional costs incurred due to rescheduling will be the sole responsibility of the vendor Provide changeable message boards as required at the survey site Submit all draft survey instruments requiring review or approval by TXDOT on or before the post award meeting (Ref. Para. 28.) Begin conducting surveys within 60 days after the post award meeting, unless otherwise stated (Ref. Attachment A Special Requirements) Attend or assist the MPO or TXDOT, or both, representatives with any media event to publicize or respond to questions regarding the External Station Travel Survey, when requested by TXDOT Coordinate with law enforcement and have an officer and vehicle at each survey site when the traffic control equipment is set up, during the survey and at the time the traffic control equipment is taken down Observe bilingual requirements: Provide a minimum of one interviewer per site, present at all times, fluent in English and Spanish, both written and oral Develop Spanish versions of the survey instruments, to be implemented by the vendor. Approval of the survey instruments by TXDOT is required prior to use Translate all data collected in Spanish to English before submitting for acceptance Address additional bilingual requirements (Ref. Attachment A Special Requirements) TRANSPORTATION All vehicles utilized by the vendor shall be registered, inspected and insured in accordance with state law All vehicles utilized by the vendor shall be clean, in good working order, adequately fueled and equipped with a working tire jack and spare tire All drivers of the vehicles shall have a valid driver license acceptable in the state of Texas. 5-20

6 9. KEY PERSONNEL REQUIREMENTS 9.1. PM: The PM s primary responsibility shall be the day-to-day operation of the service in accordance with the requirements of the purchase order SURVEY SUPERVISOR: The Survey Supervisor shall be present at all times when the surveys are set-up, conducted, and shut down. Duties of the designated Survey Supervisor shall include, but not be limited to: Ensuring surveys are conducted safely, properly and courteously Ensuring the traffic control set-up for each site is installed and the survey begun no later than 7:30 A.M., during daylight hours only, weather permitting (Ref. Para ) Being equipped with a cell phone, and remaining on-site at all times, including survey set-up, shut down, and stowage of equipment Ensuring radios, CD players, MP3 players or any similar devices are not used in the designated survey area Ensuring chairs or umbrellas are not used in the designated survey area Ensuring interviewers and flaggers take scheduled breaks and return to work on time Being prepared to conduct surveys if necessary. 10. ADDITIONAL PERSONNEL REQUIREMENTS FLAGGERS All employees who conduct flagging shall be Certified Flaggers. The Certified Flaggers shall be listed in the ATSSA Flagger Database, AGC Flagger Database, or TxDOT approved equal for verification purposes All flaggers shall carry an original flagging certification identification card at all times. The vendor shall provide TXDOT with a copy of each flagger s certification card at or prior to the post award meeting. TXDOT reserves the right to inspect all certification identification cards at any time during the term of the purchase order Vendor shall ensure that flagging employees hired after the service begins or during the course of the survey, carry proof of flagging certification. Vendor shall provide a copy of the new employee s flagging certification to TXDOT before the new employee is allowed to provide flagging services APPEARANCE All employees, whether permanent, temporary or contract labor, shall be well groomed, neatly dressed and shall wear long-sleeve or short-sleeve shirts and long pants, all of which shall be free of holes or tears Tank-tops, shorts and cutoffs shall not be worn It is recommended that all employees wear the same or similar shirt while conducting the surveys. The shirts may include the company logo, survey crew, flagger or interviewer on the shirtsleeve as appropriate Traffic control personnel, flaggers and interviewers shall wear safety hardhats, minimum Class II reflective safety vests and steel-toed footwear, all meeting or exceeding the current ANSI specifications for quality and visibility All employees shall wear identification badges which include their legal first and last name and current photograph. 6-20

7 10.3. CONDUCT All employees, whether permanent, temporary or contract labor, shall treat the public, TxDOT employees and designated representative(s) in a courteous and professional manner at all times Employees removed from the site shall not be permitted to return to any TxDOT project SEXUAL HARASSMENT TRAINING: The vendor shall provide: A sexual harassment training course to all vendor employees, whether permanent, temporary or subcontractors, who work on any TxDOT survey. All shall attend or have attended this course within the past year All vendor employees, whether permanent, temporary, or subcontractors, shall possess an original, signed and dated certificate of completion for a sexual harassment training course. Certificates shall not be more than one year old. TxDOT shall be provided with a copy of each certificate at, or prior to the post award meeting, or later should a new vendor employee be hired to work on a TxDOT survey The vendor shall maintain a zero tolerance policy on sexual harassment and shall immediately remove any employee from the survey site not adhering to the policy BACKGROUND CHECK Background checks shall be conducted on all permanent, temporary or contract labor employees prior to assignment to TxDOT projects The background checks shall include, but not be limited to, the following: Criminal records shall include all Texas counties and out-of-state counties based on the current and previous addresses of the employee for the last three years Sex offender records shall include, all Texas counties and out-of-state counties based on the current and previous addresses of the employee for the last three years. Persons convicted of sex crimes shall not be allowed to work on any TxDOT project The vendor s best effort to insure permanent, temporary, or contract labor employees have not and will not pose any danger to, or compromise the safety of the public or TxDOT employees Vendor shall adhere to all federal laws and requirements for employability. 11. SERVICE REQUIREMENTS: The overall objective of the survey is to obtain accurate information on the number of trips and travel characteristics into and out of the study area that can be used to develop and calibrate travel demand models for use in travel forecasting and air quality planning. The vendor shall perform the following tasks: TASK A SITE SELECTION The location for the external station travel survey sites shall be on the roadways as indicated (Ref. Attachment A Special Requirements). 7-20

8 The vendor shall contact the TDR of each TxDOT District in which survey sites are located and coordinate with TXDOT to set-up an introductory face-to-face meeting The purpose of this meeting is for all parties to meet, advise the TDR of the upcoming travel survey, provide preliminary information on planned survey locations and to request the TDRs involvement in the selection of the survey site, selection of the appropriate TCPs and written releases for TCPs If required, a secondary meeting may be scheduled for final selection of the survey site(s). The location of directional vehicle classification counts shall be at a point past the survey site so that vehicle classification counts are taken after the surveys have been administered The location for the classification count shall be submitted to TxDOT once the location for the survey site is finalized TASK B CONDUCTING THE SURVEY: The vendor shall notify the respective TDR and TXDOT in writing and by telephone a minimum of one week prior to conducting the external station travel survey at each location according to the TxDOT approved survey implementation schedule TCPs The vendor shall use TCPs consisting of standard sheets developed by TxDOT The appropriate TCP for each survey site will be selected by the TxDOT district where the surveys are performed Required TCPs and an example of approved signs are available electronically at the following website: traffic_control_plans.htm The vendor shall videotape the TCP set-up that is installed at each site prior to opening the station and beginning the surveying of vehicles The video recording of each site s TCP shall begin a minimum of 200 feet prior to the TCP and end a minimum of 200 feet after the TCP The video recording shall be conducted in this manner at each site in both the surveyed and non-surveyed direction of travel For survey sites located on divided roadways where the approved TCP does not call for any traffic control signs, warnings, or devices for the non-surveyed direction of traffic, a video recording is not required for the non-surveyed direction of travel Videotapes shall be submitted upon completion of each External Station Travel Survey site TRAFFIC CONTROL IMPLEMENTATION: The vendor shall perform traffic control implementation, lane closure(s) and flagging services as needed for the safe and orderly conduct of roadside travel surveys and in accordance with applicable federal, state, and local government regulations and the latest revision of the publications and manuals (Ref. Para. 3.). 8-20

9 Flagging Randomly selected vehicles shall be directed out of the travel lane into the survey area and stopped The occupants of all vehicles stopped and in queue behind vehicles being surveyed, shall be informed that a travel survey is in progress, thanked for their patience and provided an estimated wait time in minutes The vendor shall provide and maintain a person at each site to actively and continually perform this function Particular attention during the collecting of survey data shall be paid to the traffic queue that forms. If a queue of ten or more vehicles occurs, the survey shall be suspended and the traffic flagged through until the queue has dissipated, then resume DATA COLLECTION: Data shall be collected at highway locations in the method and direction specified for each site as shown (Ref. Attachment A Special Requirements). Vehicle classification counts shall be conducted at all survey sites, non-survey sites and video sites the same day surveys are conducted, as shown (Ref. Attachment A Special Requirements). Specific data to be collected and reported are identified (Ref. Attachment B Survey Instruments and Ref. Attachment C ASCII Data File Format). Locations identified as high volume sites shall be surveyed following the procedures and methods described (Ref. Para ). At a minimum, surveys are intended to capture the following data: Origin and destination locations and addresses of trips Purpose of trip whether local or through Time of day Vehicle occupancy and classification Determine whether vehicle occupants are residents of study area or overnight visitors Number of stops made within the study area prior to passing external station location SURVEY METHODS: Survey methods utilized for external station travel surveys consist of Pilot Surveys, Personal Interview Surveys, Vehicle Classification Counts, and License Plate Capture Surveys. The survey methods and direction to be utilized for the study area are specified (Ref. Attachment A Special Requirements) Pilot External Station Travel Survey: This survey is identical to the surveys detailed below. It is used as a practice survey to test survey instruments, traffic control methods and survey methodology prior to performing any other survey. Data collected in the pilot survey will not be counted as part of the regular survey Personal Interview Survey The purpose of the personal interview method is to collect data on the number and purpose of external trips at the location(s) and in the direction(s) relative to the survey site. The sites where the personal interview method shall be used are identified (Ref. Attachment A Special Requirements) The survey procedure is performed on-site, with interviews of randomly selected vehicles at each respective station. 9-20

10 Commercial vehicles shall also be surveyed, using a different survey instrument than that used for non-commercial vehicles Surveys shall be conducted throughout the day in order to capture both peak and off-peak travel data Basics of Conducting Interviews Any person(s) not wishing to participate in the travel survey shall be allowed to leave when all other surveys in progress are complete and the vehicles are released from the survey station site The vendor shall maintain a target time of a maximum of four minutes per survey interview Prior to beginning each survey, interviewers shall inform motorists of the four minute time limit to complete the survey No vehicle at the survey site being interviewed, or in queue shall be stopped for more than six minutes. If the stopped time for any vehicle in the survey site reaches six minutes, the vendor shall immediately terminate all interviews in progress and release all vehicles in the survey station and queue Interviewers shall attempt to obtain an address or the names of the nearest intersecting streets or roads for each vehicle origin and destination When the address or names of the nearest intersecting streets or roads are unknown, the name of the site specific commercial establishment or place shall be obtained, with the address determined by the vendor at a later time and recorded in the data file A place name and address or names of the nearest intersecting streets shall be required for a minimum of 90 percent of the origins and destinations recorded in the surveys Number of Surveys Required The vendor shall complete as many surveys as possible for each site Each site will have different volumes of traffic therefore the methodology for calculating the adequate quantity of usable surveys shall vary For those external stations that average less than 1,000 vehicles per day traveling in the survey direction, an attempt shall be made to survey all vehicles, however a minimum of 20 percent of the non-commercial vehicles passing through the site during the survey period shall be surveyed A minimum of 300 non-commercial vehicle surveys shall be collected for external stations that average 1,000 or more vehicles per day traveling in the direction being surveyed

11 Commercial vehicles shall be surveyed at each site continuously throughout the day during the same time frame as non-commercial vehicles. The minimum number of complete and useable commercial vehicle surveys is 70 or 25 percent of the number of commercial vehicles traversing the survey site during the time period the surveys are being conducted TxDOT reserves the right to require additional surveys if required, to capture sufficient data in the area, as specified (Ref. Attachment A Special Requirements) DIRECTIONAL VEHICLE CLASSIFICATION COUNTS The vendor shall conduct directional vehicle classification counts in 15 minute increments for a continuous 24-hour period, beginning at midnight and ending at midnight 24-hours later at all external station locations specified (Ref. Attachment A Special Requirements) When possible, the directional vehicle classification counts shall be located at a point past the survey site so that counts are taken after the surveys have been administered At external stations to be surveyed, directional vehicle classification counts shall be performed on the same day as the survey for that station At stations that are not surveyed, the directional vehicle classification counts shall be performed as specified (Ref. Paras through ) VIDEO LICENSE PLATE CAPTURE SET-UP Locations identified as HV locations require the vendor to conduct a license plate recording program for the identified locations. HV locations and other locations where license plate capture shall be used are identified (Ref. Attachment A Special Requirements) Survey operations or survey equipment shall not interfere with normal traffic operations A TCP may need to be developed to provide a visual separation between the temporary video survey work and the normal through lanes of traffic. Should this be required, TxDOT will provide an approved TCP to the vendor For set-ups adjacent to the highway facility being surveyed, the vendor shall place all video and incidental equipment behind a barrier such as a guard rail or concrete barrier if possible. The vendor shall place video cameras in a manner and location so that they are visible to motorists Changeable message boards shall be required at all video capture survey sites VIDEO LICENSE PLATE CAPTURE: The vendor shall: Use high speed, high specification video camcorders with ample zoom capabilities to record license plates Record license plate information for non-commercial and commercial vehicles for all lanes of traffic in both directions during daylight hours at each identified HV survey location Record the rear license plates to accommodate those states that do not require front plates

12 Summarize the video recording results by preparing and reporting the following information by direction for each site: The number and percentage of license plates captured compared to the total number of vehicles which passed the site during the survey time period, as determined by the vehicle classification counts The number and percentages of license plates broken down by state of registration The number and percentages of plates broken down by non-commercial, commercial, government, rental and temporary categories Insure that the license plate images of at least 90 percent of all vehicles passing the survey site in each direction during the specified survey time period are recorded. Upon completion of the survey, TxDOT will compare the total license plates captured to the vehicle counts for this time period to determine if a 90 percent capture rate has been achieved. If not, TxDOT reserves the right to reduce the amount paid to the vendor based on the percent captured Conduct peak and off peak travel time runs in both directions between every pair of sites being video taped on the same day license plates are being captured. These travel time runs shall be done using the floating car method. Data on the sites, direction, time start, time ended, and recorded travel time shall be provided to TxDOT at the same time the data files with the recorded license plates are submitted VIDEO DATA REDUCTION AND TRANSCRIPTION: Upon completion of video license capture at each site, the vendor shall transcribe the non-commercial and commercial license plates for the day s recordings to an electronic database for electronic transfer to TxDOT (Ref. Para ) The vendor shall use VLPDR software to reduce the video recordings, facilitate data transcription and develop electronic license data files. The vendor shall use VLPDR software that identifies video frames containing vehicles, removes empty video frames, and provides a time stamp for each frame containing a license plate image Once the video recordings have been reduced, the vendor shall transcribe all non-commercial and commercial license plates including those plates where not all characters can be identified and develop data files for each site videotaped containing information shown (Ref. Attachment C ASCII Data File Format). Separate data files shall be developed for non-commercial and commercial license plates The survey site number as indicated (Ref. Attachment A Special Requirements) The direction of travel The plate number, including all characters (letters or numbers) in the order in which they occur on the plate. The vendor shall record an asterisk ( ) for character(s) on the plate that are not recognizable

13 The time of day that the plate was recorded. The time recorded shall be the time stamp for the frame of video on which each license plate is recorded. Time shall be recorded in military time using hours and minutes The vendor shall: Be responsible for ensuring that at least 67 percent of the non-commercial and commercial license plates that are recorded are 100 percent fully transcribed with all letters and numbers on the license plates accurately recorded in the position observed Report the number and percentage of non-commercial and commercial plates that could be fully transcribed with all numbers and characters read in the order they occurred on the plate, compared to all non-commercial and commercial license plates recorded for the survey time period at each site Prepare similar statistics for partially transcribed license plates, where some of the letters or numbers on the plate are not visible in the video The vendor shall transmit the non-commercial and commercial vehicle license plate data files for each site to TxDOT or the designated representative via electronic mail COMMERCIAL VEHICLE SURVEYS AT HV LOCATIONS: The vendor shall: Conduct intercept interview surveys of commercial vehicles at designated weigh stations, rest areas or truck stops located adjacent to all identified HV facilities Select the survey locations and submit to TxDOT for approval. There shall be no more than two survey sites per direction per station Conduct the personal interview survey of commercial vehicles on the same day the video license plate capture is conducted VEHICLE CLASSIFICATION COUNTS AT HV LOCATIONS The vendor shall conduct automatic vehicle classification counts at all HV locations using the FHWA Scheme F classification system These counts shall be collected in 15 minute increments by direction for a continuous 24-hour period, beginning at midnight and ending at midnight 24-hours later. The counts shall be conducted for the same day that license plate surveys are recorded. The data shall be submitted in Microsoft Excel format The count location at HV sites shall be at or within 0.25 miles of the location where the license plates are recorded, provided there are no intersections with a Farm to Market road or higher functionally classified facility between the license plate recording location and the count location TASK C VERIFY, EDIT, PROCESS AND GEOCODE SURVEY DATA TxDOT or the designated representative, will provide computer programs to the vendor for use in checking the survey data prior to submitting the data to TxDOT and the designated representative The vendor shall geocode the trip origins and destinations in the survey data to longitude, latitude, and the most current TAZ system

14 The vendor shall process the survey data into specified ASCII data files in a prescribed format. Examples of these file formats are shown (Ref. Attachment C ASCII Data File Format). Survey locations, addresses, trip origins, and trip destinations collected in the surveys shall be geocoded to longitude, latitude, study area TAZ, and the state zone system used in the SAM when the location, address, origin or destination is outside the study area but within the state of Texas. For example, a longitude of -97 degrees, 27 minutes, and 41 seconds would be coded as Surveys that lack an address or that contain an incomplete address that is not sufficient to determine an accurate longitude/latitude point shall be eligible for no more that 50 percent payment of their unit value. The vendor shall code 95 percent of the trip origins and destinations to the appropriate zone system and 90 percent of the trip origins and destinations to their longitude and latitude. The following coding procedures shall be used: Locations within the state of Texas that cannot be geocoded shall be coded for the longitude and latitude and 6666 for the state zone Locations that are in Mexico shall be geocoded for the longitude and latitude and 7777 for the zone Locations that are outside the state of Texas shall be coded for the longitude and latitude and 9999 for the zone Addresses, intersections, or specific place names collected in the survey shall still be entered into the data file even if they could not be geocoded to a zone or longitude and latitude. Locations that fall within the study areas that cannot be geocoded shall be coded for the longitude and latitude and 8888 for the zone Locations where the surveys are being conducted shall also be geocoded Within 45 calendar days of the date that the survey data was collected, the ASCII files shall be electronically transmitted to TxDOT and their designated representative as instructed in the post-award meeting Transmitted ASCII files shall be for each location as identified (Ref. Attachment A Special Requirements) The ASCII files shall be transmitted on or before the fifth of each month After the data is transmitted to TxDOT, the data will be processed and checked to identify records with missing or incomplete information, illogical data, etc If TxDOT determines the data is unacceptable, the data shall be returned to the vendor with an itemized listing of the errors or problems for correction The vendor shall return the corrected data within ten calendar days of receipt to TxDOT and their designated representative The vendor shall be solely responsible for any costs associated with correcting errors found in the data If the original counts are deemed invalid by TxDOT for any reason, additional counts shall be made by the vendor at no extra cost to TxDOT

15 In the event the vendor does not obtain the minimum number of useable non-commercial or commercial vehicle surveys at any given site, the vendor shall have the option of resurveying the same location or receive a reduction in the amount paid for the site subject to TxDOT approval. TxDOT reserves the right to request the vendor to resurvey a site entirely if TxDOT determines the number of usable surveys is insufficient to meet TxDOT s needs. 12. TASK D SURVEY DOCUMENTATION AND REPORTING PROJECT REPORTS AND SURVEY INSTRUMENTS: Vendor shall number, organize, and neatly sort all project reports and survey instruments as appropriate in labeled boxes which shall be submitted to TxDOT at the end of the survey. Completed survey instruments and other documents created or completed during this project shall become the property of TxDOT Five copies of the draft Final Report shall be provided to TxDOT within 30 calendar days of acceptance of the final data set by TxDOT Following acceptance of the draft Final Report, 15 copies of the Final Report shall be prepared and delivered to TxDOT within 30 calendar days with all corrections and comments from review of the Draft Report incorporated. Final reports shall be neatly organized spiral bound with durable plastic covers Report files shall be submitted on CD to TxDOT in Microsoft Word for Windows, Version 6.0 or later. All accompanying artwork (i.e., photographs, charts, illustrations) shall be included on the CD in JPEG or GIF format. The file name shall clearly reference the artwork s location in the final report. In addition, the entire report shall be submitted on CD to TxDOT in Adobe Portable Document Format (.pdf). 13. COMPLAINTS: Complaints filed by the public against the vendor or any employee of the vendor regarding work performed by the vendor under this service shall be answered in writing by the vendor to the complainant within five calendar days of receipt with a copy to TxDOT. The vendor shall provide a toll-free telephone number (Ref. Para. 8.5.) where complaints or requests for additional information can be referred. The number shall be available to the public during normal work hours and answered either by vendor personnel or an answering machine. The vendor shall provide business-type cards to complainants as necessary, which contain a contact name and the toll-free telephone number for persons to call for complaints, comments, or questions relating to the survey. Failure to adhere to these requirements will be deemed grounds for cancellation of the purchase order. 14. VENDOR DELIVERABLES: The vendor shall submit: Survey Implementation Schedule (Ref. Para ) Survey instruments (Ref. Attachment B Survey Instruments) Final forms shall be provided no later than 15 calendar days after the post award meeting Pilot survey data in the specified ASCII format External station travel survey data in the specified ASCII format Video of TCP Vehicle classification count data in an appropriate format with clear labels identifying each location, direction, time period and classification Monthly progress reports submitted with invoice Draft and Final Report

16 14.5. SURVEY IMPLEMENTATION SCHEDULE: The vendor shall submit a detailed project schedule and work plan for all project tasks (Ref. Attachment D Project Tasks), no later than five calendar days before the post award meeting. The vendor shall monitor and update the survey implementation schedule, revising as appropriate, with prior approval from TxDOT. The plan shall include, but is not be limited to, the following: A Survey Implementation Schedule A logical sequence of tasks and deliverables included in each project period A clear definition of each task and deliverable Staff requirements for each task and deliverable A specific target completion date for each task and deliverable Task and deliverable relationships and dependencies. 15. PERSONNEL CONTINUITY AND REPLACEMENT TxDOT recognizes that events beyond the control of the vendor such as the death, physical or mental incapacity, long-term illness, or the voluntary termination of employment of the PM or Survey Supervisor(s) will require that the vendor propose a replacement. In the event such a replacement is necessary, vendor agrees that personnel shall not begin work on the project without prior written approval from TxDOT The vendor agrees that the PM or Survey Supervisor(s) assigned to the project shall remain available for the entirety of the project throughout the term of the purchase order as long as that individual is employed by the vendor If TxDOT determines the PM or Survey supervisor(s) is unable to perform in accordance with the service requirements or to communicate effectively, the vendor shall immediately remove that person Proposed replacement personnel shall meet minimum qualifications and have experience comparable to the person(s) being replaced. Replacement personnel shall be provided at no additional cost to TxDOT. TxDOT may reject any replacement if references or past working performance is questionable or unfavorable. TxDOT will be the sole judge of the qualifications of the proposed replacement personnel. 16. SAFETY: The vendor shall provide their personnel with all required safety equipment and instruct personnel to observe all safety policies, rules and requirements at all times, including, but not limited to, wearing hard hats, safety shoes, safety vests, goggles, etc. 17. WORK HOURS The external station travel surveys shall be conducted Monday through Thursday on non-school holidays during the local area school year The hours of operation of the external station travel survey sites shall be during daylight hours only. Beginning no earlier than 7:00 A.M. and ending no later than 7:00 P.M Safe weather conditions are required, which at a minimum consist of dry pavement and visibility conditions 0.50 miles or greater. 18. SUBCONTRACTING Subcontractors providing service under the purchase order shall meet the same service requirements and provide the same quality of service required of the vendor No subcontract under the purchase order shall relieve the primary vendor of responsibility for the services The vendor shall be the primary contact for TxDOT and subcontractor(s)

17 18.4. The vendor shall manage all, quality and performance, project management and schedules for subcontractors. The vendor shall be held solely responsible and accountable for the completion of all work for which the vendor has subcontracted TxDOT reserves the right to request the removal of vendor s subcontractor staff deemed unsatisfactory by TxDOT Subcontracting shall be at the vendor s expense SOLICITATIONS OVER $100,000: TxDOT will make an initial determination of whether subcontracting is probable. It is the respondent s determination if they choose to subcontract any of the work under this purchase order with a Texas Certified Historically Underutilized Business (HUB) or other businesses If TxDOT has determined that subcontracting opportunities are probable, the class and items in which HUBS may be registered will be noted in the solicitation The respondent shall identify all proposed HUB and other subcontractors at the time of response submittal. The required forms with video instructions can be found at the following website: HSP PRIME CONTRACTOR PROGRESS ASSESSMENT REPORT: After award of the purchase order, the vendor shall report all HUB and non-hub subcontractor information using the HSP Prime Contractor Progress Assessment Report form. The report shall be submitted to the TxDOT contract manager monthly. The report shall be submitted monthly even during the months the vendor is not invoicing TxDOT. All payments made to subcontractors shall be reported. TxDOT may verify the amounts being reported as paid by requesting copies of cancelled checks paid to subcontractors TxDOT retains the right to check subcontractor s background and make a determination to approve or reject the use of submitted subcontractor(s). Any negative responses may result in disqualification of the subcontractor During the term of the purchase order, if the vendor determines a need for a subcontractor change, TxDOT shall be notified in writing by the vendor within five work days of any proposed change. The vendor shall be required to provide references and work history for any proposed subcontractor to TxDOT. No change will be allowed without written authorization by TxDOT. 19. TRAVEL: All travel and per diem shall be included in the unit price. 20. CONFLICT OF INTEREST: The vendor, vendor s personnel, and vendor s subcontractor(s) shall affirm not to have, nor acquire any interest during the term of the purchase order that would conflict in any manner with the performance of the vendor s obligations in regard to services authorized

18 21. LIQUIDATED DAMAGES: In the event the vendor fails to perform in accordance with the terms of the purchase order, TxDOT may, at its sole discretion, require the vendor to pay damages based on the original amount of the contract total. Failure to perform includes, but is not limited to, failure to provide services within the time requirements of the Survey Implementation Schedule, or failure to provide corrected data within the time frame specified in the specification. This provision is not intended as a penalty, but as liquidated damages. Liquidated damages shall be calculated as follows: Liquidated damages shall be calculated in accordance with Special Provision for Maintenance and Construction SP , Schedule for Liquidated Damages below: For Amount of Original Contract Amount of Daily Contract Administration Liquidated From More Than: To and Including: Damages per Working Day: $0 $100,000 $ , , ,000 1,000, ,000,000 5,000, ,000,000 10,000, ,000,000 17,500, ,500,000 Over 17,500, FEDERAL FUNDING: The purchase order will be supported in part with federal funds, therefore, the following federal laws and standards apply: U.S.C. 2000d-2000d-7, with the exception of sections 2000d-5 and 2000d-6, also known as Title VI of the Civil Rights Act of C.F.R. Subtitle A Office of the Secretary of Transportation OMB A-87 Office of Management and Budget Circular relating to Cost Principles for State, Local and Indian Tribal Governments OMB A-102 Office of Management and Budget Circular relating to Grants and Cooperative Agreements with State and Local Governments OMB A-133 Office of Management and Budget Circular relating to Audits of States, Local Governments and Non-profit Organizations. 23. INVOICING INSTRUCTIONS: The vendor shall provide a comprehensive and detailed invoice with reference to the basis for each item charged. Original documentation that validates the charges shall be attached. The original invoice shall be sent to the address shown on the purchase order to ensure timely payment and shall include the following: Complete 16-digit purchase order number Vendor Employer Identification Number (EIN) One invoice monthly for all deliverables approved in writing by TxDOT A monthly status report listing the sites to be paid Date of service Location of service Vendor name as appears on the purchase order