EXHIBIT A SCOPE OF SERVICES CONTINUING SERVICES CONTRACT FOR MODELING SUPPORT AND LIMITED ACCESS ANALYSIS Financial Project No. 243811-1-12-10 I. PURPOSE The purpose of this exhibit is to describe the scope of work and the responsibilities of the CONSULTANT and the DEPARTMENT for this project, which involves general transportation planning analysis and other activities described in Subsections A and B in Section II of this document. The primary function of this contract is to provide for the conversion, development, validation, calibration, and refinement of regional transportation planning model(s). II. SERVICES The CONSULTANT may be required to assist the Planning & Environmental Management Office (PLEMO) in general transportation planning activities as described by the individual tasks listed below. All assignments are to be completed in accordance with DEPARTMENT policies, procedures, guidelines and rules which may be supplemented by Federal guidelines and manuals and other documents as appropriate. All work is also to be accomplished in accordance with professionally acceptable engineering and planning judgment and practices. The CONSULTANT 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 as defined below through the issuance of a Work Order. The Work Order shall include project requirements, schedules, manpower requirements, documentation requirement, and total allowable project costs. Such Work Orders shall be developed in cooperation with the CONSULTANT and issued to the CONSULTANT prior to any work on the task being initiated. The following types of work elements may be assigned under the terms of this agreement. The primary focus of this contract is management of the Central Florida Regional Planning Model (CFRPM) for use by FDOT, Metropolitan Planning Organizations (MPO/TPOs), and A-1
various other agencies and consultants. CFRPM is an important tool used as the first step in the process of developing transportation projects, and many important decisions are based on the outputs it produces. It is in the DEPARTMENT s highest interests to ensure the integrity of CFRPM as an operational, robust tool to support planning decisions. Several tasks go into ensuring CFRPM s integrity, which this contract will focus on. Major tasks will involve model development and support, technical support and training, data collection, and data analytics, visualization and reporting. Minor tasks will involve the analysis and forecast of traffic data using CFRPM, and general project support. While the primary software used in this effort will be the most current version licensed software purchased by FDOT Central Office for use for the entire state, some assigned tasks may require use of the existing model information in other macro, meso and/or micro-modeling software. The use of GIS software, including ESRI s ArcMap, will be used in conjunction for modeling tasks. Modeling for public transit projects may utilize the Federal Transit Administration s (FTA) Simplified Trips-on-Project Software (STOPS), in addition to or instead of the most current version licensed software purchased by the State of Florida. Additionally, other software related to data management, visualization, and analytics to support CFRPM may be used. A. Major Tasks 1. Model Development and Support The CONSULTANT may be required to provide highly technical model development and evaluation and review services. These services may include, but are not limited to: a) Development, reviews, evaluation, documentation, and implementation of new model structures/procedures b) Model scripting c) Model calibration d) Model validation, including of sub-area validation e) New software f) Integration of the model with other applications g) Researching current and state-of-the-art model practices h) Documenting changes and updates to the model A-2
i) Establishing guidance documents to model programmers and users j) Establishing demand adjustment factors (DAF), capacity adjustment factors (CAF), free flow speed adjustment factors (SAF), or other factors necessary to support TSM&O efforts in scenario based planning alternative analysis to quantify impacts to travel reliability. Examples of types of DAF, CAF, and SAF demand multipliers that quantify the variability in design traffic time-of-day volumes that may be established include but is not limited to special events, work zone, weather, and incident. The CONSULTANT may be required to develop or review model input data and the resulting output and to provide comments and recommendations on the model's adequacy and accuracy. The CONSULTANT may be required to develop reports and presentations, which will assist DEPARTMENT and MPO/TPO staff and local governments with understanding, evaluating, and analyzing modeling data and applications. The CONSULTANT may also be required to support regional and local visioning efforts through application of the model, interpretation and presentation of results. The CONSULTANT may be required to assist staff or to take the lead on providing recommendations for implementing standards and practices required under the new modeling platform. The CONSULTANT may also be expected to develop promotional materials, newsletters, or diagrams to assist the DEPARTMENT and MPOs in implementing the conversion/revisions. The CONSULTANT may be required to develop information to be used in transit modeling, and may also be required to produce FTA New Starts applications, travel patronage reports, and other transit related documents or datasets as required for FTA and FHWA acceptance of various models. 2. Technical Support and Training The CONSULTANT will provide technical modeling support to FDOT staff, FDOT District Five MPO/TPOs, local governments, and the CONSULTANT community as requested. Technical support may include but is not limited to: A-3
a) Assistance with installing the model b) Running the model c) Making data input modifications d) Adding scenarios e) Running applications, including Selected Link and Selected Zone Applications f) Troubleshooting errors encountered by users of the model The CONSULTANT may provide in-house training with staff at the DEPARTMENT and FDOT District Five MPO/TPOs as requested. The CONSULTANT may also be requested to develop and/or lead workshops for area model users. Any in-house training must be in adherence with the State standards and with applicable software and training materials must be integrated. 3. Data Collection The CONSULTANT will be required to minimize the need for manual data collection on project tasks through the use of TSMO data provided by the DEPARTMENT. The DEPARTMENT data shall be made available to the CONSULTANT, through the DEPARTMENT s Planning Dashboard. This may include the following data sets and sources: SunGuide Strava HERE data GIS data Future connection based on data inventory for fulfilment of data gaps Traffic and Pedestrian Counts AADT Ongoing study location and status Signal timing Facility location, type, and classification Transit information Crash data ITS asset locations Historic planning information Approved Development information Travel time information A-4
Real time roadway volumes Other relevant data sources at the DEPARTMENT S disposal The DEPARTMENT s Planning Dashboard is currently in development. Additional information concerning the Planning Dashboard can be found in Appendix A Big Data Management Planning Business Case Phase 2: Planning Data Dashboard Scope of Services. In the event additional data sets are needed for a task, The CONSULTANT may be required to perform planning related data collection studies which may include, but are not limited to, origin-destination surveys, travel time and delay surveys, bridge closing/boat volume, trip generation, saturation flow, parking, accident, traffic conflicts, vehicle probe data, public transportation surveys, census data compilation, socioeconomic data development, and public interviews. The CONSULTANT may also be required to develop questionnaires and forms necessary for these studies, as well as ensure that the type and amount of data collected is statistically valid. The CONSULTANT may be required to conduct traffic counts at various locations throughout the District. The type of counts may be vehicle classification, bi-directional, or turning movement and for any duration (period of time) required by the DEPARTMENT. The CONSULTANT may be expected to document the field conditions at the time of the counts. Also, field documentation may include counter location and geometric measurements such as number of lanes, length of storage and taper for turn/merge lanes, type of traffic control, and the location and/or presence of signal boxes and loop detectors. The CONSULTANT will be required to fully document the data collection effort and provide this documentation and collected data in an electronic format acceptable to the DEPARTMENT. Other tasks which may be required as part of CFRPM data support include development of database applications, tables, maps and reports, and various types of data entry. 4. Data Analytics, Visualization & Reporting The CONSULTANT will be required to perform detailed analyses on the data inputs and A-5
outputs from the model, which will be used to measure and improve the data integrity. The CONSULTANT will be required to use data from the DEPARTMENT s Planning Dashboard as part of the detailed analyses on the data inputs and outputs from the model to support calibration and validation of the model with real-time data. Data inputs and outputs will be exported into formats that will allow them to be visualized through a number of means, including but not limited to: maps (static and interactive), charts/graphs, and dashboards. The CONSULANT will also use the visualization of the data inputs and outputs to develop various reports on the various datasets which will be used by DEPARTMENT staff, local agency partners, model developers/users and the general public. In order to perform these tasks, the CONSULTANT may be required to develop applications or tools that allow various users to analyze, visualize and otherwise consume model data. Wherever possible, the CONSULTANT shall utilize existing tools and applications that exist within the DEPARTMENT to eliminate duplication and maximize the utilization of existing resources. The CONSULTANT shall coordinate all efforts with DEPARTMENT technology staff at the District and Central Office level. Coordination may also occur with staff in the following offices: Planning and Environmental Management, Modal Development, Program Management, and Traffic Operations. B. Minor Tasks 1. Project Traffic Forecasting The CONSULTANT may be required to develop future transportation demand estimates. This may include estimates and development of systems traffic and project traffic reports. The work required for this task may include: a) Traffic Estimation The CONSULTANT may be required to estimate design year traffic volumes using travel demand models, historical traffic growth, land use data or other appropriate traffic forecasting methodologies defined by the DEPARTMENT. b) 18-Kip ESAL Report A-6
The CONSULTANT may be required to: project future traffic estimates (including turning movements); develop D and T factors; collect necessary project specific traffic data; and prepare pavement loading reports (18-Kip ESAL) using the above information. 2. Traffic Analyses Review The CONSULTANT may be required to review and prepare various planning and operational studies such as capacity calculations, concurrency reports, transportation impact analyses (TIA), Local Governments Comprehensive Plans (LGCP), Development of Regional Impact (DRI), large developments. Corridor Analysis, design traffic reports, and any other transportation studies. All reviews will be performed in accordance with the applicable DEPARTMENT policies, guidelines, and procedures. 3. Development of Scopes of Service The CONSULTANT may be required to assist in the develop of scopes of service, level of effort estimates, and contract provisions for future district planning studies, including estimated staffing requirements and estimated costs for the study. 4. Project Management Support The CONSULTANT may be required to provide project management support to the DEPARTMENT Project Manager. Tasks could include assisting in tracking data compilation efforts, reviewing work products, coordinating meetings (public or internal) related to DEPARTMENT projects or contracted projects, attending meetings, or assisting DEPARTMENT project manager in related ways for a specific project. III. RESPONSIBILITIES OF THE DEPARTMENT A. The DEPARTMENT will provide a Project Manager who shall be responsible for the day-to-day management of this contract, all coordination with the CONSULTANT pertaining to the development and execution of all Task Work Orders of this contract, defining the specific work to be performed and schedule for A-7
completion of such work, agreeing on the CONSULTANT staffing and availability (including substitutions from the available staffing list provided), and the processing of CONSULTANT invoices for payment. However, all matters pertaining to contract administration lie with the District Professional Services Administration. The DEPARTMENT may also provide assistant Project Managers, when required, to provide support to the Project Manager for various Tasks. B. The DEPARTMENT shall provide, prior to the initiation of any work on any of the tasks defined in this exhibit, a specific Task Work Order for the task defining the work to be accomplished and the total reimbursement due the CONSULTANT. 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 as to the DEPARTMENT'S requirements for the CONSULTANT'S services including objectives, constraints, budgetary limitations, and time restraints. 2. All DEPARTMENT Policies, Procedures, Standards, and other information applicable to the services. 3. All specifications, schedules, reports, and other information prepared by 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. Available traffic and planning data necessary for the CONSULTANT to perform each Task. 5. Limited mainframe computer access for CONSULTANT staff as needed for the services to be provided. 6. Computer access to the DEPARTMENT s Planning Dashboard data sets as necessary to support minimal data collection necessary for the CONSULTANT to perform all tasks. IV. RESPONSIBILITIES OF THE CONSULTANT A. The CONSULTANT shall provide an overall Project Manager who will be the primary A-8
point of contact for the CONSULTANT for the scope, schedule, man-power coordination, negotiation of task man-hours and completion of all Task Work Orders. The Project Manager shall meet with the DEPARTMENT Project Manager on a regular basis and shall provide monthly progress reports by Task Work Order. These progress reports shall be the basis for evaluation and processing of invoices for payment. B. The CONSULTANT shall provide and maintain a list of staff of the following classifications that would be available to be assigned to specific Task Work Orders: Project Manager Senior Engineer Senior Planner Engineer GIS/System Analyst Planner Engineering Intern GIS Technician Engineering Technician Clerical Any modifications to the classifications not listed above must be documented in individual Task Work Orders by the CONSULTANT and agreed to by the DEPARTMENT'S Project Manager. For all classifications, rates will be negotiated prior to beginning the contract. C. 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 Project Manager, in a timely manner to complete all assigned work within the Task Work Order schedule. If, at any time, the DEPARTMENT'S Project Manager determines that the number or expertise of particular staff assigned to a specific task is inadequate, the Project Manager shall coordinate with the CONSULTANT Project Manager to remedy the situation so as to ensure the timely completion of the work. D. The CONSULTANT shall maintain staff in District Five as defined in Task Work A-9
Orders. E. The CONSULTANT shall perform all analyses, develop recommendations, and document all work within the required time schedule as defined in the Task Work Orders. F. The CONSULTANT will perform all tasks in accordance with all FDOT Guidelines and Standards, specified Department of Economic Opportunity (DEO) Rules, applicable Florida Statutes and other State laws and policies. V. GENERAL A. Professional Endorsement Work products related to design, concept plans and preliminary engineering must have one set of all reference and support documents that shall be professionally endorsed (signed, sealed and certified) by the CONSULTANT'S Professional Engineer in responsible charge of the project, if requested by the DEPARTMENT. B. Final Submittals Upon completion of the contract, the CONSULTANT shall deliver to the DEPARTMENT, in an organized manner, all project files, maps, sketches, worksheets, plans and other material used or generated during the project. File formats may be specified in Work Orders. C. Specification for Work The CONSULTANT shall ensure that all products of Task Work Orders are prepared on MS Windows compatible hardware using DEPARTMENT approved software, stored on CD, and provided to the DEPARTMENT. A sequential naming convention should be applied to the files and documentation provided to the DEPARTMENT. D. Method of Compensation Payments shall be made in accordance with Exhibit B of this contract. A-10
E. Consultant Personnel The CONSULTANT'S work shall be performed and/or directed by the key personnel identified in the technical/fee proposal presentation by the CONSULTANT. Any changes in the indicated personnel or the CONSULTANT'S proposal shall be subject to review and approval by the DEPARTMENT. F. Meetings/Presentations The CONSULTANT must be available with no more than a two (2) weekday notice to attend meetings or make presentations at the request of the DEPARTMENT'S Project Manager. Such meetings and presentations may be held at any hours between 7:00 AM and 12:00 midnight on any day of the week. The CONSULTANT may be called upon to provide maps, data, or other work products. G. Project Related Correspondence The CONSULTANT shall furnish copies of all written correspondence between the CONSULTANT and any party pertaining specifically to this project to the DEPARTMENT'S Project Manager for his records within one (1) week of the receipt or mailing of said correspondence. The CONSULTANT is responsible for recording and distributing the minutes of all meetings pertaining to this project. H. Legal Proceedings The CONSULTANT shall serve as an expert witness in any legal proceeding if required by the CONSULTANT. The fee for these services shall be established if, and when, they are needed. I. Errors and/or Omissions The CONSULTANT shall be responsible for the professional quality, technical accuracy and the coordination of all traffic forecasts, designs, drawings, specifications and other services furnished by the CONSULTANT under this contract. The CONSULTANT shall, without additional compensation correct or revise any errors or deficiencies in its forecasts, A-11
reports, and other services due to the CONSULTANT's error. The CONSULTANT shall be responsible without additional compensation for all errors and/or omissions (and approved corrections of same) that result from said firm's substandard performance of the services described herein. J. Contradictions In the event of a contradiction between the provisions of this Exhibit A and the CONSULTANT'S Technical Proposal, the provisions of Exhibit A shall apply. K. Computer Services The CONSULTANT may be required to use latest available versions of the following software: FDOT-approved and licensed travel demand modeling software Federal Transit Administration (FTA) Simplified Trips-on-Project Software (STOPS) ESRI ArcGIS Highway Capacity Software, VISSIM, NETSIM, FREESIM, CORSIM, Synchro, and SHRP 2 L04 and L08 software. LOS PLAN (ARTPLAN, HIGHPLAN, FREEPLAN) and all other FDOT Level of Service programs. FDOT-approved and licensed CAD software Any other traffic operations or transportation planning software as indicated in the individual Task Work Orders. The DEPARTMENT will not be responsible for providing proprietary software packages to the CONSULTANT. Should the CONSULTANT desire to use any other DEPARTMENT programs, permission must be granted in accordance with this Agreement. Computations based on computer programs other than the DEPARTMENT's must conform to all DEPARTMENT format requirements. A-12
L. Subcontracting Services Due to the nature and scope of the required services, it may be required by the DEPARTMENT or desirable by the CONSULTANT to subcontract portions of the work to complete specific Task Work Order assignments. The CONSULTANT shall be authorized to subcontract these services under the provisions of this document. The subcontracting firms must be approved in writing and qualified by the DEPARTMENT prior to initiation of any work. M. Beginning and Length of Services The Project Manager shall furnish the CONSULTANT a work order specifying the work to be done and the fees to be paid for each project assigned under this agreement. No work shall be commenced by the CONSULTANT until receipt of a work order. The length of service for each task unless noted previously will be identified in the work order. Due dates for deliverables will be provided when the work order is issued. Delivery of each product to the District Office in DeLand shall be on the due date specified or the next regular workday following non-business days or holidays. Any due date extensions must be approved in writing by the DEPARTMENT'S project manager. A-13