Office of Freight, Logistics, and Passenger Operations Transit and Intermodal Support Scope of Services

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1 Purpose The Department requires the assistance of a Consultant for a range of professional engineering, planning, policy, in-house support staff and other technical services to support the Transit Office as well as general services and support for the Office of the State Freight, Logistics and Passenger Operations (FLP). The Consultant will be used to augment the Department s staff resources and will provide qualified technical and professional personnel to perform to the duties and responsibilities assigned under the terms of this agreement. Services The Consultant will be required to perform planning, policy, engineering, financial, and technical analysis and will develop specific data, reports, maps and recommendations to assist the office in the performance of the tasks identified in Sections A through D of this scope of services. The Consultant will be required to provide support in the organization, logistics, coordination of meetings, workshops, and training sessions. The consultant will be required to provide web services, newsletters, or other communication media as deemed necessary by the Department. The Consultant shall complete all work under this contract according to the current Department policies, guidelines, procedures and rules that may be supplemented by federal guidelines, manuals, and other documents as appropriate. The Consultant will be required to provide staff directly to the Transit Office to work full time or part time in the Department s offices in Tallahassee to manage projects, administer programs, assist in technical and professional reviews, report and graphics preparations, data collection and studies. These positions shall be provided at the negotiated field rate for consultant staff. The Department has final approval on the individuals proposed to work on the contract. The Consultant s work will be managed by a Department Project Manager who shall provide a specific definition of the work to be performed by the Consultant for each task defined in Sections A through D of this scope through the issuance of Task Work Orders (TWOs). The TWOs will be prepared as needed and shall include project purpose and need, tasks to be performed, project schedule, manpower requirements, description of deliverables, work order expiration date, estimated project budget, the method and schedule of compensation, and financial consequences. Each TWO shall be developed by the FDOT TWO Manager and shall be approved by the FLP Administrator, the Consultant Project Manager, and the FDOT Project Manager. Consultant firms will not be reimbursed for developing scopes of service for TWOs, budget estimates and contract provisions for various projects and activities, including estimated staffing requirements, project schedules, deliverables and estimated costs. No work shall be performed until the TWO has been fully executed. A 1

2 Specifications for Work The Consultant shall ensure that all products of TWOs are prepared using Department approved software, stored in a digital format, and provided to the Department via the FDOT File Transfer Appliance or a flash drive or other related storage device. As the Department upgrades hardware and software, the Consultant shall maintain compatibility with the adopted Department standards. Quality Control Plan The Consultant shall be responsible for ensuring that all work products conform to Department standards and criteria. This shall be accomplished through an internal quality control (QC) process performed by the Consultant. This QC process shall ensure that quality is achieved through checking, reviewing, and verifying work activities by objective and qualified individuals who were not directly responsible for performing the initial work. Prior to the submittal of the first invoice, the Consultant shall submit to the Department Project Manager for approval the proposed Quality Control Plan for providing quality control for all work products. The Quality Control Plan shall identify the products to be reviewed, the personnel who perform the reviews, and the method of documentation. Description of Potential Consultant Tasks The Consultant may be required to perform the following tasks: A. General Services and Support 1. Provide general planning, policy, financial, and design reviews, and other technical services in all areas of transit, including bus and fixed guideway services and facilities; multimodal and intermodal systems; and economic development initiatives. 2. Provide project management, production, and coordination for all tasks and work activities assigned, including subconsultant tasks; attend task related meetings; and prepare technical progress reports, technical memoranda, and other required documentation. Consultant firms will not to be reimbursed for non-project specific activities including invoicing, coordination with subconsultants and general project management. Preparation of technical progress reports is allowable, but non-technical progress reports are not reimbursable. A 2

3 3. Assist with presentations to the Department s Executive Committee, the Florida Transportation Commission and other groups. 4. Conduct and organize Departmental meetings, workshops and trainings. 5. Produce and provide technical training courses and webinars. 6. Manage university research projects. 7. Review technical documents. 8. Perform various functions of transit staff through assignment of consultant staff to work in-house in FDOT or consultant site. This includes attendance at meetings representing the Transit Office, response to requests for information, geographic information systems (GIS) mapping and graphics, and other work as required by the Transit Office. 9. Assist in updating FLP Office reports and plans. B. Technology and Data 1. Assist in database management, systems development and integration and coordination of existing Department technology systems and software including the FLP Capital Improvement Program database systems and the Rail Highway Crossing Inventory. The Consultant may be required to provide interface support and assistance in defining and refining the logic for data extracts and processes and developing tools for data collection and reporting. 2. Provide assistance with various GIS tasks. These services include: data editing, data processing, and map production. 3. Evaluate existing and emerging transit technologies including autonomous and connected transit vehicles, transit s role in Mobility as a Service (MaaS) and Mobility on Demand (MOD), and transit farebox technology. 4. Provide technical support for General Transit Feed Specification (GTFS) and realtime transit data applications. C. Publications and Outreach A 3

4 1. Develop, revise and update publications, procedures, training and presentation materials and assist in training activities as required. 2. Provide marketing support and develop marketing tools to promote Transit Office and FLP projects. Create creative design materials and public service announcements. 3. Provide communication services through collection and dissemination of information between federal, state, and local agencies and other stakeholders through networks, workshops, newsletters, web sites, and other media. 4. Provide meeting and workshop support including organization, invitations, websites, and other meeting support and materials as directed by the FDOT Project Manager. 5. Develop public involvement programs for all stages of transit project delivery (i.e. planning and project development, design and construction, as applicable) to assist communities and project sponsors in the development of transit systems. Programs should be based the joint guidance from FTA and FHWA on Public Involvement Techniques for Transportation Decision-Making. D. Modeling, Traffic, and ITS 1. Perform transporation and transit studies based on quantitative methods including modeling, scenario planning, service planning, or any activity relating to transit systems. Studies may include traffic counts for vehicles and/or pedestrians and bicyclists; transit ridership and on-board surveys; transit capactiy and quality of service analysis. 2. Study advanced public transportation systems (APTS) and integration with existing intelligent transportation systems (ITS) programs as well as strategies for Transportation Systems Management and Operations (TSM&O), connected vehicles, and autonomous vehicles for public transportation. 3. Peform ridership analysis and route planning using Transit Boarding Estimation and Simulation Tool (TBEST) and FTA s Simplified Trips-on-Project Software (STOPS). Provide instruction to transit agencies and stakeholders on the use of TBEST and STOPS, including the applicability to transit development plans (TDP) and FTA s Capital Investment Grants (CIG) Program. 4. Provide instruction to transit agencies and stakeholders for on-board and intercept transit survey techniques to be used for travel modeling, long-range and areawide planning, route planning and scheduling, service design, marketing, and customer communications. A 4

5 E. Economic Analysis and Development 1. Perform statistical, economic and planning analyses to develop specific data, reports, and recommendations. Collect data and perform cost benefit analyses (BCA), return on investment (ROI), and internal rate of return (IRR) for Department projects utilizing Department methodologies and software. 2. Perform policy and economic analyses related to proposed changes to federal, state, and local regulations. 3. Perform economic analyses related to transit efficiency/performance measures. 4. Analyze the linkage between investment in transit and economic development. Examine the impact of fixed guideway systems on new firm formation on specific industries, jobs, and housing development. 5. Provide technical support and instruction for FTA's Transit Economic Requirements Model (TERM) to estimate transit capital investment needs. Note: A Financial Advisor is not needed for subconsultant services. F. Planning and Policy 1. Develop studies, recommendations, and reports related to transit planning and policy. 2. Perform analysis and evaluation of federal, state and local plans and programs affecting transit, including Metropolitan Planning Organization/Transportation Planning Organization (MPO/TPO) plans, regional transportation authority plans, and transit development plans and other modal plans. Evaluation shall consider how proposed plans and programs relate to the policy, procedural, and technical topics in the Planning Emphasis Areas for FDOT, FTA, and FHWA. 3. Perform data and information collection and analysis for Department transit performance measures and transit system performance utilizing transit data from the National Transit Database (NTD) and the Florida Transit Information System (FTIS). 4. Perform qualitative planning methods, incuding regional vision planning, public involvement, customer service and outreach. A 5

6 5. Perform analysis and evaluation pertaining the relationship between transit and land use plans, including comprehensive plans, and provide strategies for the integration of transit and land use planning. 6. Develop transit resiliency studies and plans, recommendations and reports. 7. Perform Park and Ride analysis, studies, and data collection. 8. Provide assistance for Strategic Intermodal Systems (SIS) planning efforts including coordination between stakeholders, agencies, and modes. 9. Provide evaluation and analysis on new or proposed statutes, legislation, regulations or procedures. Interpret and summarize the potential effect of new and proposed local, state, and federal laws and regulations on transit project delivery process. Assist in drafting FDOT procedures and guidelines to implement new laws and regulations. G. Design and Environment 1. Develop and review engineering designs or Computer-Aided Design (CADD) drawings, design concepts, specifications for transit facilities including bus, rail, and fixed guideway including ADA and other accessible designs. Provide training and instruction for ADA design requirements. Update and maintain FDOT s Accessing Transit for transit facilities. 2. Analyze various corridors and their suitability for bus and fixed guideway implementation including analysis methods required for the FTA CIG Program, as well as those required for State funding projects. Analysis methods may include alternatives analysis, feasibility studies, Transit Concept and Alternatives Review (TCAR), PD&E studies, and others analyses that may be applicable. 3. Assist in development or review of Department project development procedures and guidance (including the National Environmental Policy Act) related to CIG program and other federal transit grant programs. 4. Review and evaluate conceptual design or preliminary design that is performed concurrent with Project Development phase (PD&E study) to ensure sufficient level of engineering and design was performed to define the project location and key design features, identify environmental impacts, and define mitigation measures for transit projects. 5. Assist in development of Department procedures and guidelines for sufficient level of engineering required before entry into the Engineering phase of the CIG program A 6

7 appropriate for the designated delivery method. 6. Review and evaluate of all aspects of various plans, engineering design drawings and technical documents proposed by the private sector for bus and fixed guideway systems. The review shall consider all pertinent FDOT design standards and criteria including, but not limited to, the FDOT Context Classification, FDOT Design Manual, FDOT Standard Plans for Road Construction and the Florida Greenbook. H. Program Services 1. Develop, revise and update transit program management related documents, handbooks and manuals for Transit Planning, Transit Operations and Safety, and Grant Administration and Commuter Assistance. 2. Assist the Transit Office with the following program services: Transit Asset Management (TAM) and Inventory Management, Title VI, State Block Grant Program and Grant Application Review, Metropolitan, Statewide & Non-Metropolitan Planning Program, Commuter Assistance Program, Rural Transit Program, State Management Plan, Compliance, Research, and other programs as need by the Department. Responsibilities of the Department 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. Responsibilities of the Consultant 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. A 7

8 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 before new staff can be added. 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. 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 through overhead for the Consultant firm. Subconsultant Services Services assigned to any subconsultants must be approved in writing and in advance by the Department Project Manager, Procurement Office, and the Consultant Project Manager in accordance with this Agreement. All subconsultants must be technically qualified by the Department to perform all work assigned to them. Additional subconsultants with specialized areas of expertise may be required to complete specific Task Work Order assignments. Any subconsultant to be hired and all work assignments to be performed, and all rates of compensation shall be agreed to by the Department Project Manager, Procurement Office and the Consultant Project Manager and documented in the contract file prior to any work being performed by the subconsultant. Any new subconsultant must be added to the contract via contract amendment (in coordination with the Procurement Office) prior to any issuance of work on a Task Work Order. A 8

9 Consultant Not Employee or Agent The Consultant and its employees, agents, representatives, or subconsultants/ subcontractors are not employees of the Department and are not entitled to the benefits of State of Florida employees. Except to the extent expressly authorized herein, Consultant and its employees, agents, representatives, or subconsultants/subcontractors are not agents of the Department or the State for any purpose or authority such as to bind or represent the interests thereof, and shall not represent that it is an agent or that it is acting on the behalf of the Department or the State. The Department shall not be bound by any unauthorized acts or conduct of Consultant. Ownership of Works and Inventions The Department shall have full ownership of any works of authorship, inventions, improvements, ideas, data, processes, computer software programs, and discoveries (hereafter called intellectual property) conceived, created, or furnished under this Agreement, with no rights of ownership in Consultant or any subconsultants/subcontractors. Consultant and subconsultants/subcontractors shall fully and promptly disclose to the Department all intellectual property conceived, created, or furnished under this Agreement. Consultant or subconsultant/subcontractor hereby assigns to the Department the sole and exclusive right, title, and interest in and to all intellectual property conceived, created, or furnished under this Agreement, without further consideration. This Agreement shall operate as an irrevocable assignment by Consultant and subconsultants/subcontractors to the Department of the copyright in any intellectual property created, published, or furnished to the Department under this Agreement, including all rights thereunder in perpetuity. Consultant and subconsultants/subcontractors shall not patent any intellectual property conceived, created, or furnished under this Agreement. Consultant and subconsultants/subcontractors agree to execute and deliver all necessary documents requested by the Department to effect the assignment of intellectual property to the Department or the registration or confirmation of the Department s rights in or to intellectual property under the terms of this Agreement. Consultant agrees to include this provision in all its subcontracts under this Agreement. A 9