EXHIBIT A SCOPE OF SERVICES RFP TITLE: DISTRICTWIDE ITS TECHNICAL SUPPORT SERVICES I DESCRIPTION The Florida Department of Transportation seeks contract services for providing Technical Support Services for the District 4 Intelligent Transportation System (ITS). To support ITS projects throughout District 4, the VENDOR will provide the following positions: A Project Manager, ITS Electrical & Communication Specialist The positions will be based at the Broward County Transportation Management Center (TMC). The Agreement will be structured as a five-year contract. II BACKGROUND The ITS Program within District 4 is in various phases of development, deployment, operation and maintenance as summarized below: Existing Systems ITS systems deployed within District 4 include the following: Closed-Circuit-Television Cameras (CCTV), Dynamic Message Signs (DMS), Vehicle Detection Systems (VDS), backbone and edge Ethernet switches, wireless communications devices, leased line communications, fiber optic cable, digital video encoders, terminal servers, gas and diesel power generators, Uninterruptible Power Supplies (UPS), camera lowering systems, control cabinets, communications hubs, ancillary facilities, environmental conditioning equipment, device structures, portable dynamic message signs, Highway Advisory Radios (HAR), Roadway Weather Information Systems (RWIS) with all related hardware, software and firmware for the system deployed for the DEPARTMENT S Transportation Management System, in Broward, Palm Beach, Martin, St Lucie & Indian River Counties, two Regional Transportation Management Center (RTMC), one Traffic Incident Management Support Office (TIMSO) in Treasure Coast Operation Center, and computerized signal projects in each of the five Counties. Current Deployment Current deployment of ITS within District 4 includes CCTV, DMS, MVDS, HAR, RWIS, communication and power subsystems along the I-95 corridors within Palm Beach County, I-95 Managed Lanes Phase II in Broward and Miami-Dade Counties, I-75 Managed Lanes in Broward and Miami- Dade Counties, and a wireless ITS design-build project along US27/SR25 in Broward and Palm-Beach Counties. In addition, several projects are being implemented with local agencies through LAP Agreements, including the Broward County Advanced Traffic Management System (ATMS) and similar ATMS programs in the City of Boca Raton and in Palm Beach County. A - 1 of A - 12
Future Deployment Future deployment of ITS within District 4 includes, additional CCTV, DMS, MVDS, HAR, RWIS, communication and power subsystems to support I-95 Managed Lanes ITS Phase III in Broward and Palm Beach Counties. III SUMMARY OF SERVICES This section describes the roles and responsibilities of the VENDOR. This section is meant to be an overview and is not meant to be all-inclusive. The DEPARTMENT may, at its discretion, add, delete, or revise the responsibilities of the VENDOR. The VENDOR will provide a Project Manager, and a ITS Electrical & Communications Specialist, dedicated to work as an extension of the DEPARTMENT S ITS Staff, within the Broward County TMC. 3.1 Coordination with the Department 3.1.1 All aspects of this CONTRACT/AGREEMENT task will be coordinated through the DEPARTMENT S Project Manager (or his/her designee). The Project Manager for this ITS Technical Support contract is the District ITS Program Manager and is located at the Florida Department of Transportation, ITS Section, 2300 West Commercial Blvd., Fort Lauderdale, Florida 33309 3.1.2 In the DEPARTMENT S Project Manager s temporary absence from the office, the DEPARTMENT shall authorize another individual to perform the duties of the DEPARTMENT S Project Manager. 3.1.3 The DEPARTMENT may replace the DEPARTMENT S Project Manager (or his/her designee) at any time during the term of this CONTRACT / AGREEMENT. A - 2 of A - 12
3.2 Working Days/Hours 3.2.1 Working days and hours are considered to be Monday through Friday between the hours of 8:30 AM and 5:30 PM, except for State holidays. The State Holidays are: New Year s Day Martin Luther King, Jr. Day Memorial Day Independence Day Labor Day Veterans Day Thanksgiving Day Day after Thanksgiving Christmas Day 3.3 VENDOR Responsibilities 3.3.1 The VENDOR will provide the following services including both administrative and technical aspects of the CONTRACT. All activities are required to be tracked, meetings minutes produced, coordination activities documented. 3.3.2 The VENDOR will provide reference checks to the DEPARTMENT and/or the DEPARTMENT S Project Manager (or his/her designee) on all VENDOR personnel proposed to be used on/during this CONTRACT / AGREEEMENT. 3.3.3 The VENDOR will be required to provide proof that all employees covered under this CONTRACT / AGREEMENT are either a United States citizen or posses an Alien Registration Card, Form I-151 and have a valid Social Security Number. 3.3.4 The VENDOR will support the onsite staff with additional home office ITS Specialist staff on an as-needed basis to provide back-up support as well as additional expertise as needed. 3.3.5 The VENDOR will provide the onsite support staff with a laptop consistent with the standards that are currently being used in the SMART SunGuide Transportation Management Center. This laptop will have all the necessary software required to perform/provide all the services described in the CONTRACT / AGREEMENT. A - 3 of A - 12
3.3.6 The VENDOR will provide for all employees under this CONTRACT / AGREEMENT weekly time sheet depicting hours worked. Copies of the time sheets must be provided upon request from the DEPARTMENT. 3.3.7 It is required that all VENDOR S personnel be able to communicate effectively with the DEPARTMENT S personnel in the English language. Such communications shall be both verbal and in the form of written documentation. 3.3.8 The VENDOR is responsible for any injury to persons(s) or damage to property(ies) that may occur in performing any of the contractual services being performed/provided by the VENDOR under this CONTRACT / AGREEMENT as a result of negligence or intentional acts of misuse on the part of its personnel. 3.3.9 The VENDOR will provide the DEPARTMENT with a Project Manager for the life of the contract. Any changes to the VENDOR S Project Manager or any of the other indicated personnel in charge of the work shall be subject to review and approval by the DEPARTMENT in writing before performing any billable services. 3.4 Contract Staffing The VENDOR will provide the names and resumes for the following onsite positions that are required by this CONTRACT / AGREEMENT; Project Manager ITS Electrical & Communication Specialist The Vendor s onsite staffs are required to work full time within D4 SMART RTMC. Full time is defined as working at least 4 days / 32 hours per week. The DEPARTMENT will review the proposed staff. Depending on the quality and or experience of those individuals, it is up to the DEPARTMENT to decide / choose the best available VENDOR required in meeting the needs of this CONTRACT / AGREEMENT. A - 4 of A - 12
3.4.1 Vendor Project Manager 3.4.1.1 The VENDOR shall designate a full time on site Project Manager who shall respond to all tasks under this Contract. Any changes in the indicated Project Manager shall be subject to review and approval by the Department. The Department will provide the VENDOR Project Manager with work space at the SMART SunGuide TMC or any other locations designated by the Department in District 4 at no cost. 3.4.1.2 The Vendor s Project Manager shall be responsible for all work necessary to provide for the general management, oversight, quality control and administration of all contract activities and support personnel. The Vendor Project Manager ensures that the requirements of the contract are met on a daily basis at all times. The Project Manager is responsible for ensure the task deliverables are in accordance with this contract, protocols and policies. The responsibilities includes, but not limited to the following: 3.4.1.2.1 Provide oversight of all work performed under this contract. 3.4.1.2.2 Follows the direction set by Department s Project Manager or designee. 3.4.1.2.3 Performs project related assignments to include the planning, organizing, and developing of complicated tasks as assigned by the Department. 3.4.1.2.4 Direct oversight of project professionals and staff. 3.4.1.2.5 Direct the training and indoctrination of workers to improve performance and acquaint workers with contract requirements, policies and procedures. 3.4.1.2.6 Recommends changes, reviews progress, and approves work products for the ITS Program. 3.4.1.2.7 Recommend ITS equipment specifications; assist in developing operating procedures for ITS devices. 3.4.1.2.8 Produce RFPs and other types of scope of services as requested by FDOT in a timely manner. 3.4.1.2.9 Advise and assist FDOT employees in managing ITS deployment projects in all phases of the projects, including developing of RFP, design, construction, testing and acceptance phases. 3.4.1.2.10 Track contract budget, inventory, and tasks assigned, and provide monthly updates, status of work and cost summaries. 3.4.1.2.11 Prepare and submit progress reports, monthly invoices and other documents by 10 th working day of the month. A - 5 of A - 12
3.4.1.2.12 Provide adequate staff and resources for all tasks and activities throughout the duration of the contract 3.4.1.2.13 Interact with the Department s staff supervisors and VENDORs to review issues pertaining to equipment or systems performance and status 3.4.1.2.14 Attends meetings as directed by the Department to ongoing phase(s) of ITS deployment meeting, operations meeting and others as directed. 3.4.1.2.15 All other task assigned by the Department. 3.4.1.3 The VENDOR Project Manager shall have Bachelor of Science degree in a related field such as engineering and/or science, and 15 years of hands on experience in ITS planning, design and/or construction. The VENDOR Project Manager shall possess but not limited to the following qualifications: 3.4.1.3.1 Understanding of ITS planning, design and construction principles. 3.4.1.3.2 Good leadership and interpersonal skills. 3.4.1.3.3 Excellent understanding of key management concepts. 3.4.1.3.4 Ability to Create project schedules in Primavera P3 and Microsoft Project. 3.4.1.3.5 Ability to clearly communicate technical information in layman s terms. 3.4.1.3.6 Ability to write technical reports and correspondence. 3.4.1.3.7 Ability to coordinate real time activities and priorities. 3.4.1.3.8 Knowledge and skills in all phases of project cycles. 3.4.1.3.9 Knowledge and ability to create monthly invoice and project status budget reports. 3.4.1.3.10 Knowledge and ability to understand the data, video and voice distribution technologies 3.4.1.3.11 Knowledge and ability to understand the computer communication network principles A - 6 of A - 12
3.4.1.3.12 Knowledge and ability to understand the electrical power design principles 3.4.1.3.13 Knowledge and ability to understand the software development process 3.4.1.3.14 Knowledge and ability to review work and job orders to determine all work and personnel priorities. 3.4.1.3.15 Experience and knowledge in Public Private Partnership ITS deployment, operation and maintenance 3.4.1.3.16 Experience and knowledge in Managed Lanes ITS deployment, operation and maintenance 3.4.1.4 The VENDOR shall have a local office in Southeast Florida. For the effective execution of this contract, the Department will provide one (1) working space for the VENDOR Project Manager; the working space will include a phone line, a PC, and Internet access. The VENDOR Project Manager working at the Department s working space shall be supported by a team of staff from the local office. 3.4.1.5 The VENDOR Firm s work shall be performed and directed by VENDOR s Project Manager identified in the technical proposal by the VENDOR Firm. Any changes in the indicated personnel shall be subject to review and approval by the Department s Project Manager. The VENDOR s Firm shall have available a professional staff that meets the knowledge, skill, and ability requirements for the position set forth herein. Should the position become vacant, personnel changes shall be accomplished within 90 days of the vacancy. 3.4.1.6 The VENDOR S Project Manager shall be available to meet with the DEPARTMENT S Project Manager (or his/her designee) at a mutually convenient time for both parties during regular business hours to discuss work requirements prior to the VENDOR assuming the responsibilities of this CONTRACT / AGREEMENT. This time spent shall not be billable to the DEPARTMENT. 3.4.1.7 If during the term of this CONTRACT / AGREEMENT, a new Project Manager is to be employed by the VENDOR to meet the provisions of the VENDOR S Project Manager, the individual shall be available to meet with the DEPARTMENT S Project Manager (or his/her designee) at a mutually convenient time for both parties during regular business hours to discuss work requirements prior to the VENDOR S new Project Manager assuming the responsibilities of this CONTRACT / AGREEMENT. This time spent shall not be billable to the DEPARTMENT. A - 7 of A - 12
3.4.2 ITS Electrical & Communication Specialist The VENDOR will provide a full time ITS Electrical & Communication Specialist with the following qualifications: 3.4.2.1 Graduated from an accredited four-year college or university with a B.S. in Electrical Engineering or Computer Engineering/Science, five (5) years direct industry experience. 3.4.2.2 Professional Electrical Engineer registration with the State of Florida preferred. 3.4.2.3 Strong knowledge of FDOT ITS design standards and specifications, plans production capabilities 3.4.2.4 Understanding of ITS functionality (i.e., CCTV, DMS, VDS, HAR & RWIS) 3.4.2.5 Understanding of basic traffic engineering principles 3.4.2.6 Familiar with Managed Lanes ITS deployment 3.4.2.7 Excellent writing and oral skills 3.4.2.8 Familiar with various communication methods and protocols, including Ethernet, Internet Protocol, Layer 2 Switching, Layer 3 Routing and VLAN configuration, Serial and Video Communications. 3.4.2.9 Strong knowledge of fiber optic communication network 3.4.2.10 Strong knowledge of wireless communication network 3.4.2.11 Familiar with system engineering management process 3.4.2.12 Strong knowledge of underground power distribution system 3.4.2.13 Strong knowledge of generator backup systems including monitoring their status remotely over the ITS network 3.4.2.14 Proficient with power system design and voltage drop calculations 3.4.2.15 Ability to establish and maintain effective working relationships with personnel within and outside of FDOT in the course of the work. A - 8 of A - 12
3.5 Task assignments Task assignments will include, but are not limited to, the following: 3.5.1 ITS Deployment The VENDOR will provide support to the Department in the deployment of ITS. Design plans would include the development of design criteria packages to support the Design-Build process. The ITS deployment support may include but not be limited to the following work requirements. Develop design criteria packages for the deployment of ITS to support the design/build/integrate procurement scenario as directed by the District. Necessary documents may include, but not be limited to, technical specifications, special conditions, special provisions, estimates and scopes of work. Develop Plan packages for the deployment of ITS to support the low bid procurement process as directed by the District. Necessary documents may include, but not be limited to, technical specifications, special conditions, special provisions, estimates, and scopes of work. Prepare scopes of work to support the procurement of services as directed by the District. Necessary documents may include, but not be limited to, technical specifications, special conditions, special provisions, and scopes of work. Prepare the appropriate contract documents for the deployment of ITS projects as directed by the District. Participate in pre-proposal meetings, pre-proposal site inspections, and any briefing/debriefing meetings that may be necessary to assure proposers understand the requirements of the project. Prepare responses to official inquiries and questions received regarding the procurement documents developed for the project. Prepare cost estimates associated with the procurement documents for comparison to costs submitted by the various proposers. Assist in the preparation of addendums associated with procurement documents. A - 9 of A - 12
3.5.2 ITS Integration The VENDOR will provide support to the Districts in the integration of ITS hardware and software including support for the Statewide TMC Software (SunGuide Software) that is being developed for the Department s Regional Transportation Management Centers (RTMCs) The VENDOR s ITS integration support could include, but not be limited to the following work requirements: Provide system integration support for all ITS deployment projects to ensure intra-district and inter-district ITS continuity and maximum performance and to ensure ITS deployments are fully-integrated across rural and urban environments. Provide support for multi-modal and inter-modal system integration and coordination. Provide support for SunGuide software, District ITS website, and related software installation, operation, and maintenance. 3.5.3 ITS Maintenance The VENDOR will provide support to the Department in maintaining the ITS field equipment as well as the equipment found within the RTMCs. The support will not be the provision of actual technicians to conduct the maintenance, but the support will be in the form of administrative and technical assistance to support maintenance activities. The VENDOR s ITS maintenance support effort could include, but not be limited to the following potential work requirements. Establish maintenance procedures for the various ITS to be deployed by the DOT to support the long-range ITS deployment plan. Develop bid documents to procure contract services to maintain the ITS deployed by the DOT and to maintain the supporting communications networks necessary to control the operation of these systems. Develop cost estimates to maintain ITS field equipment as well as equipment found within the RTMCs to establish the funding that is necessary to maintain equipment adequately. Assist the Department in getting additional funding for maintenance of ITS. Assist TMC maintenance in the configuration and use of vendor supplied diagnostic and troubleshooting programs in order to determine ITS malfunctions and remedy them in a timely manner. Provide support for the TMS s real time SCADA program which monitors and reports readiness status of the District s standby generator/ats system. Expand the program to include, ITS equipment cabinet status, hub building status, and new generators/ats systems as they are added. A - 10 of A - 12
3.5.4 IT Auditing The VENDOR will provide support to the Department the IT auditing function to the IT department under the ITS program. This function includes but not limit to: Assist in the development of IT Standard Operating Guideline. Monitor and audit periodically the execution of IT Standard Operating Guideline. Report IT department s performance regarding it execution of IT Standard Operating Guideline and procedures. IV RESPONSIBILITIES OF THE DEPARTMENT 4.1 The DEPARTMENT will furnish, without cost to the VENDOR, the following services and data relevant to the VENDOR S scope of services: 4.1.1 Provide work space for the Vendor Project Manager and ITS Specialists within the Broward County RTMC and console work stations as needed and other relevant equipment. 4.1.2 Provide all criteria and full information as to the DEPARTMENT S requirements for VENDOR S services including objectives, constraints, budgetary limitations and time restraints. 4.1.3 Furnish all DEPARTMENT policies, procedures, standards, forms as well as applicable software, documentation and source code. 4.1.4 Facilitation of meetings with applicable agency staff. 4.1.5 The VENDOR will be allowed to utilize the DEPARTMENT S computer services for programs needed by the VENDOR and approved by the DEPARTMENT in accordance with the VENDOR S agreement for the period of this contract. A - 11 of A - 12
V PROPOSAL SUBMITTAL 5.1 A VENDOR S Price Proposal shall be in the form of hourly rates for each position classification required as described in the EXHIBIT C PRICE PROPOSAL. 5.2 The DEPARTMENT does not guarantee any maximum or minimum quantity, any range of quantities, or the exact quantities shown for each item by the Proposer. 5.3 All unit price columns must be completed for each item by the Proposer. 5.4 If the VENDOR does not charge for an item, he/she shall insert a zero ( 0 ); if any items are left blank, the Proposal shall be considered as non-responsive. 5.5 The VENDOR agrees that this employer is an equal opportunity employer and refers Contract Employees, regardless of race, sex, color, religion, creed, ancestry, national origin, disability, age, marital status or other protected class status pursuant to applicable law. 5.6 The VENDOR agrees that the DEPARTMENT shall retain the right to accept or reject any employee covered under this CONTRACT / AGREEMENT. 5.7 The VENDOR agrees that if they are defaulted or terminated, or upon ending or completion of this CONTRACT / AGREEMENT that the VENDOR shall automatically release any and all employees being provided to the DEPARTMENT under this CONTRACT / AGREEMENT and allow them to be either hired by the DEPARTMENT or another company without delay and at no charge to the DEPARTMENT or the EMPLOYEE to ensure that there is no interruption in service. 5.8 The VENDOR agrees that if they are unable to provide the service required under this CONTRACT / AGREEMENT at the level of performance required that the VENDOR shall automatically release any and all employees being provided to the DEPARTMENT under this CONTRACT / AGREEMENT and allow them to be either hired by the DEPARTMENT or another company without delay and at no charge to the DEPARTMENT or the EMPLOYEE to ensure that there is no interruption in service. A - 12 of A - 12