EXHIBIT "A" SCOPE OF SERVICES FOR DISTRICT 7 AREAWIDE LIGHTING DATABASE & ASSESSMENT CONTINUING SERVICES FINANCIAL PROJECT NO.

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1 EXHIBIT "A" SCOPE OF SERVICES FOR DISTRICT 7 AREAWIDE LIGHTING DATABASE & ASSESSMENT CONTINUING SERVICES FINANCIAL PROJECT NO Revised: 07/05/18 06/29/18

2 TABLE OF CONTENTS PAGE NO. I. PURPOSE... A-1 II. STUDY TYPE... A-1 III. DESCRIPTION OF SERVICES... A-2 Task A: Lighting Field Inventory... A-3 Task B: Highway Lighting Database Maintenance... A-4 Task C: Highway Lighting Database Development and Improvements... A-5 Task D: Night Time Burn-out Field Inspection... A-6 Task E: Lighting System Inspection... A-6 Task F: Lighting System Evaluation and Recommendations... A-6 Task G: Lighting System-Wide Analysis Study... A-6 Task H: Existing Lighting Photometric Analysis... A-7 Task I: Lighting Justification Study... A-7 Task J: Lighting Design Analysis Study... A-7 Task K: Lighting Reimbursement Support... A-8 Task L: Lighting Agreement Local Agency Support... A-8 Task M: FDOT Operations Center Inspection Support... A-8 Task N: Lighting Conceptual Design... A-9 Task O: Meetings... A-9 Task P: Technical Support... A-9 Task Q: Property Owner Identification and Notification... A-10 Task R: Miscellaneous Studies... A-10 Task S: Optional Lighting Maintenance Support... A-10 IV. PROVISIONS FOR WORK... A-10 V. BEGINNING AND LENGTH OF SERVICES... A-11 i

3 EXHIBIT "A" SCOPE OF SERVICES FOR DISTRICT 7 AREA WIDE LIGHTING DATABASE & ASSESSMENT CONTINUING SERVICES FINANCIAL PROJECT NO I. PURPOSE Acronyms The purpose of this contract is to provide the Department with professional services in support of the highway lighting database. This support includes conducting a field inventory, developing/maintaining a GIS database, lighting system evaluation, and routine inspection services for the districtwide highway lighting system of over 27,000 fixtures throughout the five counties. The current lighting system includes conventional, high mast, decorative, pedestrian, sign lighting, and structure lighting. The major objective of this contract is to perform services in an expeditious manner while maintaining a high degree of thoroughness and professionalism. This scope consists of one study type: Composite Study. The scope of this study type may be modified by the scope of a Task Work Order. PM DPSM FAC ITE MUTCD MUTS NEC Department Project Manager District Procurement Services Manager Florida Administrative Code Institute of Transportation Engineers The Manual on Uniform Traffic Control Devices The Manual of Uniform Traffic Studies published by the Traffic Engineering and Operations Office, Florida Department of Transportation National Electric Code II. STUDY TYPE This scope of work contains the tasks listed below and any new tasks as needed Stage II A-1 July 5, 2018

4 relating to the highway lighting as determined by the Maintenance Office. Services may include but are not limited to: Task A - Highway Lighting Field Inventory Task B - Highway Lighting Database Maintenance Task C - Highway Lighting Database Development and Improvements Task D - Night Time Burn-out Field Inspection Task E - Lighting System Inspection Task F - Lighting System Evaluation and Recommendations Task G - Lighting System-Wide Analysis Study Task H - Existing Lighting Photometric Analysis Task I - Lighting Justification Study Task J - Lighting Design Analysis Study Task K - Lighting Reimbursement Support Task L - Lighting Agreement Local Agency Support Task M - FDOT Operations Center Inspection Support Task N - Lighting Conceptual Design Task O - Meetings Task P - Technical Support Task Q - Property Owner Identification and Notification Task R - Miscellaneous Studies Task S - Optional Lighting Maintenance Support III. DESCRIPTION OF SERVICES The section below describes the Composite Study. 1. Purpose The State Highway Lighting, Maintenance, and Compensation Agreement, administered by the District Maintenance Office, currently reimburses local agencies for approximately 19,000 roadway lights along the state arterials and 3,200 intersection luminaires on signal poles. In addition, there are also approximately 5,000 light poles along the interstate highway system that are currently maintained by the Asset Maintenance Contractor. The purpose of this contract is to provide engineering and GIS support to conduct field inventory, developing/maintaining a GIS database, lighting system evaluation, and routine inspection services for the districtwide highway lighting system of over 27,000 fixtures throughout the five counties. As part of the highway lighting inventory, the electrical load centers powering the lights will also be inventoried. The future expansion of the lighting database will include all lightings throughout the District that are attached to a traffic signal poles, signs, and structures. The Department Project Manager and Consultant will develop the study Stage II A-2 July 5, 2018

5 methodology for each individual task. The study methodology may be identified by selecting the appropriate tasks defined herein. 2. Established Basis for Units This task is designed to be flexible. Therefore, each task shall be established individually. Any combination of tasks may be selected for a particular work order. 3. Period of Performance The time period allowed for completion of a work order shall be based on the methodology to be performed. The allowable time period shall be agreed to before commencement of the study. 4. Scope of Work This section specifies the work tasks which may be performed by the Consultant for a particular work order including the responsibilities of the Consultant and the Department. The scope also includes the work task products to be developed by the Consultant and delivered to the Department. The section below describes the typical work that may be required in each task and the task product(s). Task A: Lighting Field Inventory The Consultant shall conduct a field inventory to collect the GPS coordinates (latitude and longitude) using mobile devices along with other attributes as defined by the Department and agreed upon schema including but not limited to pole ID, type, height, fixture type, lamp type, wattage, and service meter ID. All data collected on GPS devices will be downloaded for backup purposes on a weekly if not daily basis when possible. The Consultant will coordinate with the Department s GIS Coordinator when directed by the Department s Project Manager. Highway Lighting Inventory Consultant will conduct field inventory to collect the GPS coordinates and other attributes as defined by Department and agreed upon schema. Two photographs will be taken for each light pole to show the pole ID and luminaire type. These photographs will be tagged for easy access in the GIS Database. Highway inventory will include conventional, high mast, pedestrian, decorative, and sign lighting. All data collected on GPS devices will be downloaded for backup purposes on a weekly if not daily basis when possible. Signal Pole Lighting Inventory Consultant will conduct an intersection lighting field inventory to collect the Stage II A-3 July 5, 2018

6 GPS coordinates and other attributes as defined by Department and agreed upon schema. Two photographs will need to be taken for each luminaire on existing signal pole to show the pole ID and luminaire type. These photographs will be tagged for easy access in the GIS Database. The intersection inventory will include only existing high pressure sodium (HPS) or LED lighting on existing signal poles. All data collected on GPS devices will be downloaded for backup purposes on a weekly if not daily basis when possible. Load Center Inventory Consultant will conduct a field inventory to collect the GPS coordinates and other attributes as defined by Department and agreed upon schema. It is estimated that there are approximately 500 load centers servicing the state arterial and freeway lighting. All data collected on GPS devices will be downloaded for backup purposes on a weekly if not daily basis when possible. Task Product: GIS Database Task B: Highway Lighting Database Maintenance 1) Coordination and Lighting Project Tracking The Consultant will assist the Department in working with the Department Inspectors, local municipalities, and other disciplines as needed to maintain and update the highway lighting database. The Consultant will develop a future lighting project tracking list using Excel. The tracking list will contain the project FPID, final plans date, construction date, Final acceptance date and date added to the GIS database. The Department will provide information on upcoming projects with potential highway lighting including PDF of plans and final acceptance date. 2) Field Inventory Newly Approved Lighting System Once a new lighting system has been approved and fully operational, the Consultant will review the final as-built plans and conduct a field inventory to collect the latitude and longitude coordinates to add the new light poles to the GIS database along with the pole ID, type, height, fixture type, lamp type, wattage, and service meter ID. This information will also be added to the Excel summary tables to be used for field inspection and tracking for outage. 3) Update and Maintain Highway Lighting Database Once field data collection effort has been completed, Consultant will utilize the GIS Mapping data and available aerials to create a lighting inventory summary package consisting of the title sheet, summary of light poles for each roadway segment, and detail summary containing the attributes for each light pole. The summary package will be submitted to the Department Project Manager to review and provide comment. Stage II A-4 July 5, 2018

7 4) Highway Lighting Database Related Services Should any new services relating to Highway Lighting Database arise, the Department Project Manager will provide an description and schedule of the work to be completed for Consultant to proceed. These services may include field review of load centers, verification of Highway Lighting features, coordination, attend meetings, prepare materials and summary as needed, etc. 5) ERC System and Meetings The Consultant will review and comment on Highway Lighting projects as assigned by the Department s Project Manager or delegate. The Consultant will attend Lighting Scope Development meetings as directed by the Department s Project Manager or delegate. Task Product: GIS Database Task C: Highway Lighting Database Development and Improvements The Consultant shall develop the highway lighting database from the field data collected in GIS format using the latest ArcGIS Software. All pole data point shall contain the attributes from the approved schema as defined by the Department including but not limited to pole ID, type, height, fixture type, lamp type, wattage, and service meter ID. Each pole data point shall include two easy access photographs showing the pole ID and luminaire type. The Consultant shall evaluate the existing lighting data and provide recommendations for improving the accuracy, accessibility, and reporting features. The Consultant shall utilize the latest smart features and capability available from ESRI to provide upgrades for the existing GIS database. The Consultant shall present all new ideas and recommendations to the Department for review and approval before proceed. Quality Control Once field data has been downloaded from the collection devices into the GIS Mapping File, Consultant will review each new pole or load center location against the most current aerial available and make adjustments to the location that will best represent the actual field location where necessary. Any pole showing in the travel lane or outside of the right of way shall be moved to their estimated location on the aerial. Task Product: ArcGIS Files Stage II A-5 July 5, 2018

8 Task D: Night Time Burn-out Field Inspection The Consultant shall provide all labor and material necessary to perform nighttime inspection of the luminaires operations and document and report burn-outs. The Consultant shall develop a tracking database for the document field inspection including inspector s name, date, time, and pole ID for outrage documentation and reporting. Inspection shall be completed as directed by the Department s Project Manager. Luminaire outages shall be reported to the appropriate maintaining agency for bulb replacement. Pole knockdowns shall be recorded and coordinated with the FDOT Operations Center and maintaining agency for replacement. Task Product: Inspection Reports, Documentation coordination and correspondences Task E: Lighting System Inspection The Consultant shall perform field inspection to evaluate the condition of the existing lighting system. The Consultant shall visually inspect the load center, light pole, foundation, luminaires, pull boxes, and conductors. All electrical inspections shall be completed by an electrical engineer or a certified electrician. The Consultant shall record all deficiencies including a brief description, location, and photograph. This may include time-sensitive inspections due to emergencies (ie: governor-declared emergencies). Deadlines may be given that are short in nature. Task Product: Inspection form, Documentation of existing equipment and deficiencies Task F: Lighting System Evaluation and Recommendations The Consultant shall conduct a study to evaluate the existing highway lighting system along corridor(s), inclusive of Interstates to determine the feasibility of LED lamp replacement or total replacement with a new lighting system. The Consultant shall use the information collected from the lighting system inspection task to evaluate and provide recommendations. An engineer s cost estimate shall be provided for each alternative or recommendation. The Consultant shall document the analysis and findings in a memorandum format to be submitted to the District Project Manager for review and approval. Task Product: Lighting Memorandum Task G: Lighting System-Wide Analysis Study Stage II A-6 July 5, 2018

9 The Consultant shall perform a high level evaluation of the lighting system wide and develop a list for potential replacement or LED retrofit. The evaluation will be based on the age of the lighting system, and frequency of the burn-out or relamp. A high level cost estimate shall be provided for each lighting system included for replacement or LED retrofit. The evaluation shall include a table format including the roadway limits, age, fixture type, pole type, last re-lamp, frequency of burn-out, and date last inspected. The Consultant shall document all findings and analyses in a memorandum format to be submitted to the District Project Manager for review and approval. Task Product: System-Wide Lighting Memorandum. Task H: Existing Lighting Photometric Analysis The Consultant shall conduct a night time field review to collect the photometric readings along the corridor to evaluate the lighting condition. The photometric readings shall be collected using an approved light meter. The Consultant shall develop a methodology for collecting the photometric readings for review and approval prior to the night-time field review. The photometric readings shall be overlaid on an aerial map along the corridor showing the location of photometric readings. The Consultant shall document all findings and analysis in a memorandum format to be submitted to the District Project Manager for review and approval. Task Product: Photometric Analysis Memorandum Task I: Lighting Justification Study The Consultant will determine need for and/or adequacy of existing lighting and make recommendations for any lighting needs. This task will require the acquisition and processing of all necessary data. A highway lighting justification analysis shall be performed in accordance with the MUTS Manual and Highway Safety Improvement Program Guideline (HSIPG). Task Products: Lighting Justification Study Task J: Lighting Design Analysis Study The Consultant shall prepare a Preliminary Lighting Design Analysis Report. The report shall provide analyses for each signalized intersection lighting design and each typical section of the mainline, typical section for the ramps (one and/or two lanes), interchanges, underdeck lighting, and arterial roads. Each lighting Stage II A-7 July 5, 2018

10 calculation shall be properly identified as to the area that it covers. The report shall include the Lighting Design Criteria that will be used. For projects with corridor lighting, the report shall include the evaluation of best option at least three lighting design alternatives. The report shall provide a recommended (best option) to use at each intersection. The recommended alternative shall be properly described; the alternative shall consider different pole heights, lamp wattage, and arm lengths. The one alternative shall be provided with a cost estimate that includes initial cost in addition to operations and maintenance cost for one year. After approval of the preliminary report, the Consultant shall submit a revised report for each submittal only if needed. The Lighting Design Analysis Report shall include the voltage drop calculations, load analysis calculations for each branch circuit. Task Product: Lighting Design Analysis Study Task K: Lighting Reimbursement Support The Consultant shall assist the District Project Manager with tasks relating to the annual lighting reimbursement program. There are currently 30 municipalities included in the reimbursement program. The support may include coordination and correspondence for the number of lights maintained by each agency, preparation of lighting notification and confirmation letters. Task Product: To be determined for each task Task L: Lighting Agreement Local Agency Support The Consultant shall assist the District Project Manager with tasks relating to the lighting agreement with the local maintaining agencies. There are 30 municipalities including 5 counties and 25 cities currently maintaining the District highway lighting along the state facilities. The support may include coordination and correspondence to prepare light agreement as required. Task Product: Lighting Agreement Task M: FDOT Operations Center Inspection Support Once field data collection efforts have been completed for a maintaining agency, the Consultant shall utilize the GIS Mapping data provided by the Department GIS database to create a lighting inventory summary package consisting of the Stage II A-8 July 5, 2018

11 title sheet, summary of light poles for each roadway segment, and detail summary containing the attributes for each light pole. Separate meetings will be held with each of the Operations Centers to determine their requirements in making the lighting inventory summary package work for each center. The summary package shall be submitted to the District Project Manager for review and provide comment prior to providing to the Operations Center to perform the night-time burn-out inspection. Task Product: Excel Table for Field Inspection Task N: Lighting Conceptual Design The Consultant shall prepare lighting conceptual design in accordance with the lighting design criteria specified in the Florida Design Manual. The conceptual design shall include the photometric analysis using AGi32 Software based on an approved LED fixture. The conceptual design shall account for above ground utilities and any observable conflicts including existing drainage structures, traffic signal equipment, overhead sign, etc.,. The plan format shall be in scale of 1 =100 or less (i.e., 80, 60, 40, etc.,). The Consultant shall prepare a construction estimates for the conceptual design based on the FDOT most current pay items and historical unit cost. Task Product: Lighting Conceptual Design and estimates Task O: Meetings The Consultant shall attend meetings to assist the Department in responding to lighting issues or present findings. The meeting shall be attended by Consultant s qualified personnel having experience with roadway lighting. The duration of the meetings will be up to 4 hours each. Task Product: Attendance at meetings. Task P: Technical Support The Consultant shall provide technical support for the District Maintenance Office or the Operations Center. Most of the time this support will be provided to the District Maintenance Office. This task will cover all job related charges to be incurred by the Consultant in the performance of this task. Stage II A-9 July 5, 2018

12 Task Q: Property Owner Identification and Notification The Consultant shall identify the current property owners that will be impacted by proposed lighting system when necessary. A letter will be prepared with proper backup material for signature by the appropriate Department official. Task Product: Letter of Intent, Drawings of existing/proposed conditions. Task R: Miscellaneous Studies The Consultant shall conduct miscellaneous studies based on a scope of work developed by the Department with assistance from the Consultant. Task S: Optional Lighting Maintenance Support The Consultant shall have a qualified electrician and personnel to provide oncall support for typical lighting maintenance on an as-need-basis. The lighting maintenance support covers the lighting system along the state arterial roadways including conventional, decorative, and pedestrian lighting. The scope of work for each task work order shall be developed by the Department Project Manager and the Consultant. IV. PROVISIONS FOR WORK A. Format of Reports The report for each study type shall contain an executive summary providing a general overview of the contents of the report and general comments about the location, purpose, findings, conclusions and recommendations. B. Sealing of Reports Reports and copies submitted to the Department shall be signed and sealed by a Florida registered professional engineer, as directed by the Department s Project Manager. Stage II A-10 July 5, 2018

13 V. BEGINNING AND LENGTH OF SERVICES The services to be rendered by the Consultant may commence upon execution of this Consultant Agreement. Individual projects shall be assigned for a period of up to sixty (60) months from the date of this Agreement, or until a total accumulated fee of $5,000,000 is reached, whichever occurs first. The Department shall furnish a Task Work Order to the Consultant for the assignment of the individual projects. The Task Work Order shall identify the assigned project, specify the services to be performed, and state the compensation for the services. The Task Work Order shall be signed by the Department s Procurement Services Manager. No work will be commenced by the Consultant until a Task Work Order has been issued. Stage II A-11 July 5, 2018