Exhibit A Scope of Services Roadway Characteristics Inventory/Highway Performance Monitoring System (RCI/HPMS) Support I. Purpose The Florida Department of Transportation (Department) requires professional technical data Consultant services to support the Transportation Data and Analytics Office (TDA) business services which include the collection, analysis, management, and reporting of data related to Florida s multimodal transportation systems. The objective is to provide data support services for Department transportation data programs that include the Roadway Characteristics Inventory (RCI), the Highway Performance Monitoring System (HPMS), the Linear Referencing System (LRS), Straight Line Diagrams Program and the other associated data collection programs as listed in the Summary of Services. These Department transportation data programs require solutions that provide high standards of delivery, efficiency, precision, and accuracy of the transportation data to fulfill state and federal data analysis and reporting requirements in a routine and timely manner. The Consultant services for the subject contract will be authorized as task assignments. Funding sources for services will be both work program and operating funds. Work on Operating funds Task Work Orders must be completed by June 1, with a final invoice received by the Department no later than June 15, of the fiscal year the funds are encumbered. II. Statutory Authority Sections 334.044, 334.048, 334.063, 334.24, Florida Statutes (F.S) III. Summary of Services The Consultant will be required to perform technical data services related to transportation to support the Department transportation data business needs by providing data collection, data management, quality assurance and quality control, data analysis and reporting, application design, application development, process workflows, coordination, training, recommendations, and solutions. These services will be performed through accomplishments of some or all of the tasks as identified in Section III, in support of Central Office Transportation Data and Analytics Office. In order to deliver acceptable, compliant, and efficient data and technology solutions for the benefit of the state, the Consultant is required to be familiar with Department and State standards and procedures related to data and technology to deliver services that support transportation decision making. The Consultant team will be required to perform technical data services to support Department A-1
transportation data collection and data inventory management program activities which support data governance for reliable, organized, accurate, data sharing of the transportation project life cycle. These activities will support the TDA Office data business routines and data reporting services by maintaining the integrity of data collected which is utilized by Federal and State decision making processes. The Department transportation data programs requiring Consultant services under this contract include the following: Roadway Characteristics Inventory (RCI) Traffic Characteristics Inventory (TCI) Linear Referencing System (LRS) All Roads Network of Linear Referenced Data (ARNOLD) Straight Line Diagram (SLD) Applications Certified Public Mileage (CPM) Program Highway Performance Monitoring System (HPMS) Quality Assurance and Quality Control Program (QA/QC) Transportation Performance Management (TPM) Transportation Asset Management (TAM) Model Inventory of Roadway Elements (MIRE) Reliable, Organized, Accurate, and Data Sharing (ROADS) Initiative These Department transportation data programs are critical systems that require transportation professional services to support the business needs of accurate and accessible transportation data. The Consultant team is required to perform technical data services to support the Department in identifying innovative and cost efficient data collection methods related to transportation. The Consultant may be required to perform data collection activities by a variety of methods. These methods will include: Conducting questionnaire surveys; Field collecting general roadway data for the RCI; Collecting information from as-built construction plans; Collecting information from Straight Line Diagrams; Performing geospatial data collection of transportation assets; Performing remote sensing or imagery collection; Photo or video logging; Database mining or querying; Collection of supplemental data not owned by the Department, and Collection of Light Detection and Ranging (LiDAR) data. The Consultant team will perform technical data analyses to support the mentioned data programs by providing data management solutions to support current business routines, develop efficient data reporting, and streamline data product delivery services. The Consultant will be required to provide support for data management activities. These may include: Development of data processing workflows; Performing extract, transfer, and load (ETL) activities; A-2
Developing data reports for federal and state requests; Development of LRS Geographical Information System (GIS) Networks; Providing Straight Line Diagram services support; Providing data quality control, data quality assurance, and data validation services; Developing and providing data collection training; Developing metadata; Diagramming processes such as process flows charts, graphs, entity-relationship diagrams; Performing technical writing for process manuals; and Gathering feedback and coordinating data program stakeholders. The Consultant team will be required to provide technical data analytical services of Transportation datasets or Department transportation data systems. These services will support the transportation data business requirements of the Reliable, Organized, Accurate, and Data sharing (ROADs) initiative by performing the following analyses: Descriptive analysis Exploratory analysis Statistical analysis GIS analysis Performance analysis The Consultant s work will be managed by a Department Project Manager and a specific Task Work Order Manager who shall approve the scope of the work to be performed by the Consultant/ subconsultant for each individual Task Work Order. Each Task Work Order shall include: project or service requirements (scope of services), schedules, a manpower and fee breakdown, type of overhead rates to be utilized (field or home office) documentation requirements, total allowable project costs, specific Consultant staff authorized to perform work on the task (consistent with Exhibit B of the agreement), deliverables, and the method of reimbursement (lump sum and/or limiting amount). After concurrence by the Department s designated project manager and task manager, the Task Work Orders shall be approved by the Department Project Manager and the Consultant Project Manager through the issuance and signing of a Form 375-030-25, Task Work Order for Professional Services. The Consultant is not authorized to initiate work on any Task Work Order prior to approval by all parties. The Consultant is also not authorized to perform work on any Task Work Order beyond the services completion date as identified in the individual Task Work Order. Any amendments to the terms of the original Task Work Order (including compensation amount or services completion date) may only be accomplished through the issuance and signing of a Form 375-030-26, Task Work Order Amendment Form. The Consultant will be required to provide on-site staff support in the Department s Central Office by working directly with Department staff on approved Task Work Orders. The Consultant staff will provide field rates for staff that are approved to work on the site by the Department. The requirements for the location of staff will be agreed to for each individual A-3
Task Work Order. Any consultant Task Work Order projects developed under this contract may only be issued through the required Department priorities, approvals, and available work program or operating funds in accordance to the Work Program Instructions. III. Definition of Consultant Tasks The Consultant will be required to perform some or all of the tasks identified below: Task A Transportation Data Collection Services The Consultant may be required to provide data collection services to support transportation project planning and operational analyses, data reporting, and decision making as a function of the TDA Office business requirements. These services will support the continual improvements to the current transportation data collection programs administered by the Department District Offices required by Federal and State data reporting programs. The Consultant may be required to provide support services listed below through on-site Consultant support staff or through Consultant and/or subconsultant projects via approved Task Work Orders. Commercial datasets or data may be purchased by the Consultant under this contract. The following data collection activities may include: 1. Collection of transportation roadway and asset data that may be extracted, transferred, or loaded into RCI, TCI, HPMS, LRS, or QA/QC databases. 2. Collection of data that is required for the HPMS submittal program including traffic data, mileage data, pavement data, speed data, demographic data, and performance management data. 3. Collection of mileage data from cities, counties, and municipalities and the Form Total Mileage application that is required of the CPM program. 4. Collection of historical transportation system information from Department transportation databases or Non-Department transportation databases to determine jurisdictional or other history of particular roads. 5. Collection of field roadway data through distance measuring instruments (DMI), measuring tapes, laser finders, Department LiDAR equipment, and LiDAR point clouds, to support testing, feasibility, and development of data collection methods and programs. 6. Collection of traffic monitoring data such as traffic counts, vehicle classification, or weigh-in-motion data from Department traffic counting equipment and TDA Office databases. 7. Collection of data attributes for the GIS linear referencing system and the All Roads Network of Linear Referenced Data (ARNOLD). 8. Collection of geospatial data for transportation assets through global positioning system A-4
(GPS) data collection methods or geographical information system (GIS) collection methods compliant with Department survey and mapping standards and GIS schemas and frameworks. 9. Extraction of feature and characteristic data from LiDAR point clouds for multimodal transportation information and assets. 10. Collection of remote sensing imagery through Department and Non-Department imagery sources. 11. Collection of data that may be utilized for TDA office business needs of providing customer service such as developing analytical projects, providing for public data requests, providing data for Department mission critical requirements. 12. Collection of data that may be used to develop quality control or quality assurance metrics. 13. Collection of data from website, application or system performance metrics. 14. Collection of data from survey. 15. Collection of data from other Department or Non-Department transportation databases or datasets. 16. Collection of data from as-built construction plans to support the transportation data collection programs. 17. Collection of data for other Department transportation data programs supporting the safety, mobility, and accessibility of people and goods. Task B Transportation Data Management Support Services The Consultant may be required to provide data management support services to provide accessible and quality data for transportation project planning and operational analyses, data reporting, and decision making as a function of the TDA Office business requirements. These Department business requirements include servicing internal and external customers with data and information through data applications and data requests. The Department utilizes relational databases in DB2, SQL, and Oracle environments. The Consultant will be required to be familiar with developing or working in these environments to support data system design. The Consultant may be required to provide transportation data management solutions to develop workflows and processes to support the transportation TDA Office business plan requirements. Consultant assistance may be required to perform ETL activities to create information in acceptable presentation formats. The Consultant may be required to provide support services listed below through on-site Consultant support staff or through Consultant and/or subconsultant projects via approved Task Work Orders. Any Task Work Orders related to this task may only be issued through the required Department priorities, approvals, and available operating funds. The following data inventory management support activities may include: A-5
1. Provide technical staff capable of performing extract, transfer, and load services for data transactions for the RCI, TCI, HPMS, LRS, TPM, and QA/QC programs. 2. Provide technical staff capable of coordinating with the Office of Information Technology (OIT) and the Agency of State Technology (AST)on domain access or database access for data users. 3. Provide technical staff to analyze, prepare, and process data to support the HPMS data submittal. 4. Perform ETL activities to attribute the LRS and the ARNOLD. 5. Perform ETL activities to administer transportation data from RCI, TCI, HPMS, Form Total Mileage, Real Time Mileage Reporting Application, I-View, and other Department transportation databases into customer service data products which include maps, GIS datasets, SLDs, Key Sheets, or other data applications. 6. Analyze the data management practices and data governance standards of the data programs and perform enterprise resource planning activities. 7. Design databases for multimodal transportation systems that are considered on-system (State owned or of state interest) or off-system(not state owned but in state interest) 8. Provide technical reviews of Master Data Management (MDM) processes and workflows to identify system data dictionaries, create required metadata, identify and coordinate database solutions, outline system workflow efficiencies. 9. Provide technical review of other Department transportation data management processes to identify system process efficiencies and integration opportunities. 10. Develop data validation checkers to support RCI system reports, HPMS system reports, and the Data Analysis Reporting for Transportation (DART) tool. 11. Develop, administer, and monitor the Quality Assurance Monitoring plan and metrics in support of the TDA Office Quality Assurance Review (QAR) and District Quality Evaluation (DQE) processes. 12. Assist in developing statistical metrics in the QA/QC scoring process to enhance the program s effectiveness. 13. Provide technical staff capable of providing quality control analysis, field and office data reviews, and technical support for TDA Office data for the QAR and DQE review process 14. Perform ETL activities to maintain historical roadway data related to governmental jurisdiction, construction and improvement, geometric configuration, federal or state system designations, or other transportation characteristics. 15. Assist conversion of paper historical records into the Department s electronic document management system (EDMS) to develop, improve, and document methods of providing historical information. 16. Provide white paper reviews of federal and state data reporting requirements to support updates of the transportation inventory and HPMS data collection and A-6
reporting requirements. 17. Provide documentation and technical writing for data inventory management processes, stored procedures, metadata, reports, and calculations. 18. Provide technical writing staff to develop guides, handbooks and manuals that support RCI, HPMS, LRS, the Roadway Information Tracking Application (RITA), QA/QC, QAR, DQE, Video Log, and SLDs. 19. Assist with coordinating data users that access TDA Office applications to ensure proper usage and access. Task C Transportation Data Analysis Support Services The Consultant may be required to perform transportation data analysis services to support Department transportation data or datasets to meet Federal and State reporting requirements. The data analyses that may be performed will support the customer service business requirements. The Consultant may be required to provide analytics visually through graphs, maps, infographics, and reports. The Consultant may be required to provide support services listed below through on-site Consultant support staff or through Consultant and/or subconsultant projects via approved Task Work Orders. The following data analysis activities may include: 1. Assist in evaluating other Department office s data, datasets, or databases/applications to determine if data is suitable to support data collection programs of RCI, TCI, HPMS, LRS, and TPM. 2. Assist in review and coordination of HPMS data submittals and scorecards for inconsistencies and program update priorities. 3. Perform analysis on city, county, and municipality submitted mileage data. 4. Geospatial analysis of the transportation system related to land use and geography. 5. Perform GIS mapping analyses of transportation assets related to the roadway LRS. 6. Perform data analysis of LRS GIS packages and data program updates. 7. Perform analysis of transportation data owned by other Federal or state agencies for usability. 8. Develop a performance analysis of TDA Office data programs and systems to monitor usage and downtime. 9. Perform statistical analysis of RCI or HPMS data to determine inventory collection schedules. 10. Assist in selecting and analyzing random data selected for QA/QC review. 11. Analyze questionnaire results and responses administered by the Department. A-7
Task D Linear Referencing System Support Services The Consultant may be required to provide system support services to develop and maintain Department transportation data or datasets, analytics applications, and maintain the LRS to meet Federal and State reporting requirements. The Federal Highway Administration (FHWA) requires the annual submittal of HPMS data. HPMS data are needed for all roads on or off the State Highway System (SHS). Additional detailed HPMS data are needed for selected samples of both categories of roads. The Consultant may be required to provide LRS support services for transportation project planning and operational analyses, data reporting, and decision making as a function of the TDA Office business requirements. These LRS services are critical to Department transportation data programs and initiatives and include: maintenance of the LRS of Florida s roadway network, maintenance of GIS applications, application development, and special GIS projects that support the Department s programs. The Consultant must be able to provide highly skilled GIS staff in order to accomplish these services. The TDA office utilizes Environmental Systems Research Institute (ESRI) GIS software. The Consultant may be required to provide analytics visually through graphs, maps, infographics, and reports. The Consultant may also be required to provide support services listed below through on-site Consultant support staff or through Consultant and/or subconsultant projects via approved Task Work Orders. The following LRS and GIS activities may include: 1. Provide technical staff capable of maintaining, editing, and developing attributes to the LRS. 2. Provide technical staff capable of maintaining, editing, updating, and developing ARNOLD with the objective of matching annual mileage estimates submitted in the CPM. 3. Provide technical staff capable of maintaining and servicing the I-View GIS application. 4. Assist in developing procedures and processes to support documentation of LRS maintenance processes. 5. Assist in developing GIS shapefile metadata for datasets built from RCI. Task E Transportation Data Application Development Support Services The Consultant may be required to perform transportation data application support services for Department transportation data or datasets. These services will support the TDA Office business requirements to provide data or datasets to internal and external customers. The Consultant may be required to provide support services listed below through on-site Consultant support staff or through Consultant and/or subconsultant projects via approved Task Work Orders. Any Task Work Orders related to this task may only be issued through the required Department priorities, approvals, and available operating funds. The following application A-8
development activities may include: 1. Assist in providing support for technical issues or errors for the TDA Office applications to support the analysis or reporting of data related to the RCI, TCI, LRS, ARNOLD, SLD, CPM, HPMS, QA/QC or TPM. 2. Assist in application design for transportation data by gathering and coordinating needs and requirements from stakeholders and associated data systems. 3. Assist in developing system workflows such as entity-relationship-diagrams to support Department application development business cases and review teams. 4. Investigate commercial-off-the-shelf (COTS) products from market scans that support transportation data decision making. 5. Assist the Department in development of business cases that will provide transportation data for customer needs. 6. Provide review of potential data application development products that are compliant with Department or State technology and security standards. 7. Provide technical staff capable of understanding transportation data application functions and transportation planning and operating data to support data programming needs, enhancements or redesigns. Task F Transportation Data Training Support Services The Consultant may be required to perform technical data training support services for Department transportation data programs including developing or administering process training. These services will be to support TDA Office with documentation updates, procedure maintenance, and processes and data governance within Department transportation data programs. These services may be administered through in-person training or through Computer-Based-Training (CBT). The Consultant team will be required to understand the available training materials. The Consultant may be required to provide support services listed below through on-site Consultant support staff or through Consultant and/or subconsultant projects via approved Task Work Orders. Any Task Work Orders related to this task may only be issued through the required Department priorities, approvals, and available operating funds. The following transportation data training support activities may include: 1. Assist in developing and administering in-person training for the RCI and HPMS data collection program by securing training venues, planning agendas, developing training workshop materials, and providing live training support. 2. Provide technical assessments to existing RCI and HPMS data collection training materials for inconsistencies, updates, and needs. 3. Provide training for SLD programs, RITA, DART, Real Time Mileage Reporting Application, Form Total Mileage, and QA processes for transportation data application A-9
users. 4. Assist in designing innovative training curriculum that is up to date and consistent with data collection and data reporting requirements. 5. Assist in development of CBT training courses that are designed for rapid learning of data program processes. 6. Gather and analyze training curriculums from Department transportation data programs to ensure compatibility and consistency. 7. Assist with developing training material for data users that access TDA Office data applications to ensure proper usage and access. Task G Data Coordination Support Services The Consultant may be required to perform project planning and data coordination support services for business needs. These services will be to support the TDA office in maintaining consistent procedures, coordinate program announcements, gather input and feedback, and maintain data governance over Department transportation data programs. The Consultant may be required to provide support services listed below through on-site Consultant support staff or through Consultant and/or subconsultant projects via approved Task Work Orders. Any travel activities performed by the Consultant under this task will require the Consultant to process Travel Form 300-000-06 for Department approval. The following coordination activities may include: 1. Provide technical data and planning staff to assist with statewide program coordination and outreach of RCI, TCI, LRS, ARNOLD, SLD, CPM, HPMS, QA/QC or TPM programs. 2. Provide technical data services on demand to assist in development of data analyses, assessments, presentations, training, and coordinating with internal or external data customers. 3. Assist in providing technical data services to identify the legal usage of proprietary data per data license agreements and through the Department s general counsel office. 4. Assist the Department in the implementation of Department transportation data governance business plans by implementing business plan strategies or by coordinating with Department staff. 5. Develop graphical products that display graphs, screenshots, images, maps, data analyses, metrics, and performance measures to illustrate important information to internal or external stakeholders. 6. Coordinate TDA Office functional applications and data programs with other Department offices for data collection and data reporting requirements. 7. Assist with outreach efforts to increase usage of data by Design, Maintenance, and other Department offices to increase the Department s data collection efficiency. A-10
8. Assist with coordinating data users that access TDA Office data applications to ensure proper usage and access. 9. Support Civil Integrated Management (CIM) business needs by exploring remote sensing data collection methods and practical economical ways this technology might be used to augment or support current data collection methodologies. Task H Multimodal Data Support Services The Consultant may be required to provide technical multimodal data services to support the TDA Office and the Freight, Logistics, and Passenger offices. These services will be to provide multimodal data support for various modal offices that require planning, reporting, development, and analysis. Specifically, Consultant technical data services will be required to collect, manage, and analyze multimodal transportation systems, transportation network designations, administrative boundaries, jurisdictions, and managing authorities needed for Federal and State reporting requirements. These areas include: 1. Functional Classification Systems 2. Urban Area Boundaries 3. Metropolitan Planning Organization/Transportation Planning Organization Boundaries 4. State Highway System (SHS) 5. Strategic Intermodal System (SIS) 6. SUN Trail Network 7. National Highway System (NHS) 8. National Highway Freight Network 9. National Multimodal Freight Network 10. Context Classification Zones 11. Historical Roadway Information 12. Roadway Numbering and Jurisdiction Transfers The Consultant may be required to provide support services listed below through on-site Consultant support staff or through Consultant and/or subconsultant projects via approved Task Work Orders. The following data support activities may include: 1. Determine additional data needed to support planning and analysis of the Federal and State systems, networks, or areas identified above. 2. Coordination of data needs and database design to produce a finished product that provides the required data foundation for Department programs and systems. 3. Compilation of required data to support planning and program development for the Federal and State Systems identified above and completely populate the associated databases. A-11
4. Assist in developing and improving methods to determine and compile urban area boundaries and functional classification and other related data, including the use of GIS to produce working and final maps. 5. Assist in the coordination between TDA Office, the District Offices, and Local Government Offices to develop, obtain, and maintain quality urban area boundaries and functional classification data for all public roads. 6. Assist in the production and maintenance of procedures and handbooks related to urban area boundaries and functional classification and other related data. 7. Assist in the development and delivery of training for urban area boundaries and functional classification determination. 8. Determination and compilation of data needed to support planning and development of the Strategic Intermodal System. Task I Transportation Modeling Support Services The Consultant may be required to provide technical modeling data services to support transportation modeling needs that will support the Department s submittal for the Highway Performance Monitoring System program. These services will be to provide the TDA Office support to run, develop, update, or perform ETL activities of modeling datasets or databases for Federal and State reporting requirements. The Consultant may be required to provide support services listed below through on-site Consultant support staff or through Consultant and/or subconsultant projects via approved Task Work Orders. The following modeling support activities may include: 1. Provide modeling development expertise regarding disaggregation of socioeconomic data to Traffic Analysis Zones (TAZs) in Florida and for the bordering counties in Georgia and Alabama. 2. Perform ETL activities on modeling datasets or databases for Vehicle Miles Traveled (VMT) data required for HPMS data reporting requirements. 3. Assist in developing forecasting data models for transportation traffic volumes, transportation project life cycle, and transportation assets. 4. Study the economic factors and their relationships with freight and modal movement based on international trade, domestic trade, and regional/local distribution that do not fit in traditional Department established district boundaries and municipal boundaries and develop effective freight modeling and economic analyses that require clustering of data into meaningful zones. The Florida Statewide Model includes a stand-alone freight module, FreightSIM. The distribution of freight and modal data that supports FreightSIM is consistent with the TAZ socioeconomic data for the passenger module and should include freight movement patterns. This study will provide input for the future A-12
development of FreightSIM and assist with the understanding of freight relationships from non-traditional perspectives. 5. Analyze how freight demand in Florida relates to and influences mode choice, using a nested logit model as an analytical tool. FreightSIM uses a nested logit model to forecast freight movements by mode. This distribution of travel modes is based on current distribution estimates. While the estimate process is considered accurate, the model is inelastic for testing future year development scenarios. The Consultant will investigate the influence of demand characteristics on freight modal choice within the discrete choice model. IV. Responsibilities of the Department A. The Department shall provide a Project Manager who shall be responsible for all coordination with the Consultant pertaining to all contractual matters, invoicing and reporting. The Department shall also designate a manager for each Task Work Order who shall be responsible for working with the Consultant Project Manager to define the specific work to be performed and the schedule for completion of each task, the Consultant staffing to be provided, and the cost. The Department Project Manager shall be responsible for approval of any additional staffing to be provided including additional consultant staff (approval must be coordinated with the Procurement Office), and shall give approval of all products and services. B. The Department shall approve, prior to the initiation of any work on any of the tasks defined in this exhibit, a specific Task Work Order defining the work to be accomplished and the total reimbursement due the Consultant. The Task Work Order shall specify the Department Task Work Order Manager, who may be different from the Project Manager. C. The Department shall furnish, without charge, the following services and data to the Consultant for the performance of the requested services: 1. All criteria and full information regarding the Department s requirements for the Consultant s services including objectives, constraints, budgetary limitations and time restraints. The Department shall apprise the Consultant when a Task Work Order is funded by operating funds, which must be invoiced before the end of the Department s fiscal year (June 30th). 2. All Department rules, policies, procedures, standards and other information applicable to the services. 3. All drawings, specifications, schedules, reports and other information prepared by and/or for the Department by others which are available to the Department and which the Department considers pertinent to the Consultant s responsibilities described herein. 4. Computer access (mainframe and personal) if needed by Consultant staff to A-13
perform assigned tasks. Specific computer access requirements will be specified in each individual Task Work Order. 5. Limited short-term office space may be provided by the Department for technical staff where close contact with Department staff is necessary for the work being performed. Such arrangements will be made between the Consultant Project Manager and Department Project Manager on an asneeded basis and will be specifically stated in individual Task Work Orders. VI. Responsibilities of the Consultant A. The Consultant shall provide an overall Project Manager, acceptable to the Department, who will be the primary point of contact with the Department for the scope, schedule, management plan, fee estimates, 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 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. The Consultant will not charge the Department for time worked on Task Work Order scopes, fee estimates, invoices, or progress reports. B. The Consultant shall provide and maintain an up-to-date list of staff with agreed-to classifications and approved salaries (subject to the contract Exhibit B ) that would be available to be assigned to specific Task Work Orders. No Consultant staff, except those specifically identified in a Task Work Order or those specifically agreed to by the Department Project Manager shall charge time to that particular Task Work Order. C. Consultant must request approval from the Department s Project Manager and Procurement for any modifications or additions to the list of available staff prior to the initiation of any work by that individual. If applicable, new job classifications may be added to the contract via contract amendment. Consultant shall submit a copy of the resume and payroll register before new staff can be added. D. Any modifications or additions to the list of available staff must be specifically requested by the Consultant prior to the initiation of any work by that individual, agreed to by the Department s Task Work Order and Project Manager, and Procurement Office and if applicable, added to the contract via contract amendment. A-14
E. 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. F. The Consultant shall maintain an office and staff in Tallahassee as defined and agreed to in Task Work Orders. Limited office space may be provided by the Department for technical staff where close proximity with Department staff is necessary for the work being performed. Such arrangements will be made between the Consultant Project Manager and the Department Project Manager on an as needed basis, and will be expressly stipulated in the individual Task Work Orders. All Task Work Orders where services are anticipated to be wholly and exclusively performed utilizing Department space will be compensated at reduced overhead compensation, or field office rates. G. The Consultant shall provide all agreed to services, products and documentation within the required time schedule as defined in the individual Task Work Order. H. 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. I. 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. J. The Consultant shall ensure that all documents and support forms including but not limited to: Microsoft Word, Microsoft Excel, Microsoft Powerpoint, Microsoft Access, Microsoft Project, Microsoft Publisher, GIS readable formats, Illustrator or other format as approved Department s Project or Task Manager are managed as specifically agreed to in an individual Task Work Order. The Project or Task Manager may require files to be of a specific version. 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 Order. VI. 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 A-15
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. VII. 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. VIII. Contract Deliverables The Consultant shall be responsible for the completion of the contract deliverables. The contract deliverables listed for issued Task Work Orders shall be made as directed by the Department Project Manager or the Department Task Work Order Manager. These deliverables will generally be in paper or electronic formats. Each deliverable requires review and/or testing by the Department and shall be deemed accepted only upon formal written approval by the Department subject to the review standards. Contract Deliverable Submission All deliverables, word processing documents, data files, spreadsheets, presentations, charts, databases or other Project artifacts will be provided in a format approved by and currently supported by the Department. The Department Managers may require contract deliverables to to be of a specific electronic file type that may include but are limited to: Microsoft Word; Microsoft Excel; Microsoft PowerPoint; Microsoft Access; Microsoft Project; Microsoft Publisher;.txt files;.csv files; GIS Shapefiles; A-16
GIS databases; portable document formats (PDF); or other formats as approved by the Department Managers. Each deliverable shall be submitted in accordance with the approved Department Task Manager for review and comment by the Department. Any deliverable received after 5:00 P.M. Eastern Time will be considered received the following work day. Contract Deliverable Review and Approval All contract deliverables identified in the Task Work Order require the Department s approval. If the vendor proceeds with subsequent tasks before a deliverable is approved by the Department, this work is performed solely at the vendor s risk, and the Department shall not be responsible, financially or otherwise, for any re-work to the subsequent tasks, however minor or extensive they may be, that result from delays in acceptance or changes to the deliverable or the tasks. The Department commits to provide review and approval or specific disapproval for deliverables or their revisions based on the appropriate time determined by the FDOT project manager. A response will be provided to confirm receiving of deliverable(s). The vendor shall submit at least two (2) interim drafts of deliverables for the Department s preliminary review, followed by the submission of a final deliverable. The final deliverable review is intended to be a confirmation that any minor corrections required as a result of the preceding draft review have been made and a cursory review or spot check of the overall deliverable. To manage expectations and expedite the final deliverable review and approval process, the vendor shall not submit final deliverables that differ materially from the preceding draft deliverable submitted for the Department s review. During the scoping of the Task Work Order, the Department will work with the vendor to identify any deliverables that do not require at least two (2) draft deliverable reviews prior to submission of a final deliverable. An example of this may be a weekly status report. The vendor s failure to abide by the foregoing shall be a basis for disapproval of a deliverable and any delay resulting therefrom will be the provider s responsibility. The primary focus of the review of each deliverable will be on its content and presentation, to determine compliance with the deliverable criteria and the terms and requirements of the Contract. Each deliverable shall be complete within and of itself and shall be consistent with any deliverable previously produced. After a deliverable has been approved, if subsequent work invalidates some or all of the deliverable s content, the vendor shall update the deliverable and resubmit it at no cost to the Department. Updates of deliverables that were originally subject to Department approval are also subject to approval. The Department and the vendor will agree upon an appropriate remedy and/or compensation adjustment, if any, depending upon the magnitude of the change. Upon approval of a deliverable, the Department will send formal notice to the vendor. A copy of the approval notice for each deliverable shall be submitted with the applicable invoice to receive payment. Payment will not be rendered without the deliverable approval letter(s). For written deliverable documents, the vendor shall conduct a thorough QA review of each A-17
deliverable prior to its submission to the Department for acceptance. This analysis should include the incorporation of prior deliverable comments. A senior member of the vendor s team who was not involved in production of the deliverable shall conduct this review. The vendor shall take necessary and appropriate steps to ensure the deliverable is free from grammatical defects prior to submitting the deliverable to the Department for review. The Department shall reserve the right to reject a deliverable (draft or final) that has significant spelling, grammatical, punctuation, format, and/or pagination errors. If the deliverable is rejected on this basis, the vendor shall correct all grammatical, spelling, punctuation, format and/or pagination errors, conduct another quality assurance review and re-submit the deliverable. The Department s review cycle shall begin based on the re-submission date and not on the original submission date. Acceptance criteria for the fully operational solution shall consist of the following: 1. All contract deliverables are complete, meet the Contract requirements, and are approved by the Department s Task Manager in writing. 2. All documentation is accurate, complete and easy to use and is updated as required. All documentation is delivered to the Department s Project Manager and accepted by the Department s Task Manager in writing. Deliverable Distribution The Consultant will distribute contract deliverables, through email or mail, approved file transfer applications, or Department approved media storage devices (Portable hard drives, Universal Serial Bus thumb drives). The deliverables will be specified in the Task Work Orders. Except as noted in the Task Work Orders, each deliverable shall be sent simultaneously to the following Department and Project personnel: 1. Address the original (or master) document and an electronic copy to the Department s Project Manager and Task Manager. 2. Provide an electronic copy to the Department s Project Manager and Task Manager. Deliverable Consistency and Maintenance The Consultant shall ensure that the technical detail in all deliverables is consistent. If subsequent activities render the content of a previously submitted deliverable incorrect, the vendor shall update and republish the previously submitted deliverable, using a distinct version number. If the deliverable previously required approval, the updated and republished deliverable will also require approval. Minimum List of Deliverables The section below provides a minimum list of deliverables. The contract deliverables of issued Task Work Orders shall be made as directed by the Department Project Manager or the Department Task Work Order Manager. These deliverables will generally be in paper or electronic formats. The Department Managers may require specific contract deliverables including but not limited to: Collected data or datasets; Data utilized for analysis; A-18
Metadata of analyzed and processed data; Flowcharts, entity-relationship-diagrams, or visual graphics and their associated templates; Quality assurance review reports and evaluations; Reports, whitepapers, and presentation materials; Documented methods and processes; Logs of work activity; Schedule of meetings; or Meeting summaries Deliverable Compliance All deliverables and deliverable templates shall be developed and submitted as defined in accordance with this section. The vendor shall provide electronic and information technology resources in complete compliance with the accessibility standards provided in Rule 60-8.002, F.A.C. (Florida Administrative Code). These standards establish a minimum level of accessibility. Chapter 60-8.002, F.A.C. Accessible and Electronic Information Technology The Rehabilitation Act of 1973 prohibits discrimination on the basis of disability in programs conducted by Federal agencies, in programs receiving Federal financial assistance, in Federal employment, and in the employment practices of Federal contractors. Section 508 now establishes requirements for electronic and information technology developed, maintained, procured, or used by the Federal government. Section 508 requires Federal electronic and information technology to be accessible to people with disabilities, including employees and members of the public. While these standards currently apply to federal government, it is the direct responsibility of Florida state government agencies and their Web designers and developers to become familiar with these accessibility guidelines and to apply these principles in designing and creating any official State of Florida website. All Florida State Government websites must comply with Section 508 to ensure the widest possible audience easy access to government information. Therefore, all deliverables related to this Task Work Order which plan to be shared publicly shall comply with Section 508. The functional performance criteria require that technologies with: visual modes also be usable with limited vision and without vision or color perception; audible modes also be usable with limited hearing and without hearing; speech-based modes for input, control, or operation also be usable without speech; manual operation modes also be usable with limited reach and strength and without fine motor control or simultaneous manual operations; and A-19