State of Florida Department of Transportation. DISTRICT SIX Attachment A Scope of Services 1/19/2018

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1 State of Florida Department of Transportation DISTRICT SIX Attachment A Scope of Services 1/19/2018 District Six Signal Retiming Continuing Consultant Services Financial Project Number(s): Advertisement Number:19610

2 ATTACHMENT A SCOPE OF SERVICES FPID: I. PURPOSE The DEPARTMENT requires professional signal retiming and traffic operational CONSULTANT services to support FDOT District 6 Transportation Systems Management and Operations (TSMO) Office for tasks associated with the Active Arterial Management (AAM) of the state s highway system. The primary tasks include but are not limited to: Identifying and prioritizing candidate arterial segments for signal retiming Coordination with the District s traffic signal maintaining agencies Identifying performance measures Retrieval of traffic signal timing plans and signal/roadway related information Data collection, coordination, review and processing Field Reviews Traffic signal timing analysis and development of traffic signal timing plans Implementation of signal timing plans and fine tuning Before and after evaluations Miscellaneous Support o Traffic studies o Technical support The Department will be conducting traffic signal system retiming along the state highway system on an annual basis. The main purpose of this AGREEMENT is to provide consulting services with the objective of retiming traffic signals within urban area corridors in a three year cycle and within rural area corridors in a five year cycle. The State of Florida has identified traffic signal retiming as a basic and cost effective AAM strategy to help mitigate congestion. Outdated or poor traffic signal timing accounts for a significant portion of traffic delay on arterials. Travel demand patterns change over time due to several factors such as changes in land uses, new traffic generators, roadway projects, etc. Because of these changes in traffic patterns, traffic signal retiming should be periodically updated to maintain a safe and efficient traffic flow. Studies have demonstrated that the benefits of up-to-date signal timing include shorter commute times, improved air quality, reduction in certain types and severity of crashes, and reduced driver frustration. Beyond the benefits to vehicular traffic, there are opportunities to improve performance of transit, pedestrians, and freight movement. The CONSULTANT shall function as an extension of the DEPARTMENT s resources by providing qualified technical and professional personnel to perform the duties and responsibilities January 19, 2018 A-1 District 6 Signal Retiming (FM No )

3 assigned under the terms of this FDOT Standard Professional Services Agreement (AGREEMENT). To the maximum extent possible, the CONSULTANT shall minimize the DEPARTMENT s need to apply its own resources to assignments authorized by the DEPARTMENT. II. INDEFINITE QUANTITY AGREEMENT This is an indefinite quantity AGREEMENT where the CONSULTANT agrees to furnish services during a prescribed period of time. The specific period of time completes such AGREEMENT, unless the services are terminated. The DEPARTMENT shall request the CONSULTANT S services on an as-needed basis. There is no guarantee that any or all of the services described in this AGREEMENT will be assigned during the term of this AGREEMENT. Furthermore, the CONSULTANT is providing these services on a non-exclusive basis. The DEPARTMENT, at its own option, may elect to have any of the services set forth herein performed by other CONSULTANTS or DEPARTMENT staff during a prescribed period of time. The DEPARTMENT, at its own option may elect to expand, reduce or delete the extent of each work element described in this Scope of Services document, provided such action does not alter the intent of this AGREEMENT. III. SERVICES TO BE PROVIDED The CONSULTANT S responsibilities shall be carried out through careful planning of assignments, coordination, inspections, quality control, field operations, reporting, and other forms of administrative management required to optimize services and support in compliance with terms specified herein. The CONSULTANT shall provide the DEPARTMENT with a Project Manager for the life of the AGREEMENT. Any changes to the Project Manager or any other personnel submitted in their proposal must first be approved by the DEPARTMENT S Project Manager. The CONSULTANT will continuously monitor personnel performance as part of its own management activity. The CONSULTANT will be expected to support the DEPARTMENT on various tasks that will require a quick turnaround. The CONSULTANT should provide South Florida local staff of adequate size and technical expertise to respond to the requirements of this AGREEMENT at all times during the term of the AGREEMENT. The CONSULTANT shall supply in short notice (typically within 24 hours), competent and committed staff to the DEPARTMENT at appropriate levels of skill and utilization. The CONSULTANT shall furnish all materials, equipment machinery, tools, apparatus, means of transportation, labor, services and supplies required to perform the services as outlined in this Scope of Services. The CONSULTANT may be required to perform any of the following services: Signal Retiming Support: 1. Identifying and prioritizing candidate arterial segments for signal retiming. The CONSULTANT shall establish a set of criterions to develop and prioritize a list of arterial January 19, 2018 A-2 District 6 Signal Retiming (FM No )

4 segment candidates for signal retiming efforts. Once the criteria are established, the CONSULTANT will develop a list of arterial segments to be retimed. The criteria and final list must be approved by both the maintaining agency and the DEPARTMENT. The CONSULTANT shall assist the District in complying with State s goal of retiming urban corridors in a three year cycle and rural corridors in a five year cycle. 2. Coordination with the District s traffic signal maintaining agencies and the DEPARTMENT. The CONSULTANT shall coordinate with the traffic signal maintaining agencies and the DEPARTMENT in reference to tasks related but not limited to the identification of the candidate corridors for signal retiming, retrieval of current traffic signal related information, establishing performance measure criteria, traffic signal retiming strategies, traffic signal retiming scope of work, implementation and fine tuning of traffic signal timing plans. 3. Identifying performance measures. The CONSULTANT shall identify performance measures and develop performance indicators, performance targets, dashboards, and design the data collection process and reporting system necessary to support performance measurement. Some of the most commonly used performance measures are: travel time, delay for through vehicles, number of stops, and vehicle queues. 4. Retrieval of traffic signal timing plans and signal/roadway related information. The CONSULTANT shall be responsible for all coordination required to ensure retrieval of necessary data for any task assigned under this AGREEMENT. 5. Data collection, coordination, review and processing. The CONSULTANT shall perform traffic data collection including but not limited to travel time, delay, traffic counts, origindestination, and speed studies. The CONSULTANT shall, as appropriate, include options for collecting data using Intelligent Transportation System technologies or strategies, such as video equipment with video analytics, Bluetooth/Wi-Fi detection, crowd-sourced GPS/smartphone data, Regional Integrated Transportation Information System (RITIS) data and others. The CONSULTANT shall coordinate all aspects of data collections and ensure that the data is accurate and collected as intended. The CONSULTANT shall compile and process the data as needed. 6. Field Reviews. The CONSULTANT shall perform field reviews to assess the operational conditions of the arterial corridors and take inventory of roadway/signal characteristics and operational characteristics. 7. Traffic signal timing analysis and development of traffic signal timing models. The CONSULTANT shall develop signal timing plans for each intersection within a study corridor based on previously agreed upon traffic signal retiming strategies. If traffic signal timing models are used, the CONSULTANT shall select the traffic signal analysis tool that best fits the conditions to be evaluated. The CONSULTANT shall develop a base traffic signal model that reflects existing field conditions, volumes and signal timing plans. 8. Implementation of signal timing plans and fine tuning. Field implementation of the proposed signal timing plans is the responsibility of the maintaining agency; however, the CONSULTANT shall coordinate with the traffic signal maintaining agency staff the implementation of the proposed signal timing plans. The CONSULTANT shall verify that the signal timing plans were in fact implemented. The CONSULTANT shall fine tune the signal retiming plans in coordination with the traffic signal maintaining agency. January 19, 2018 A-3 District 6 Signal Retiming (FM No )

5 9. Before and after evaluations based on agreed performance measures and evaluation techniques. The CONSULTANT shall submit a report documenting and confirming if the objectives of the signal retiming were met. Miscellaneous Support: Traffic Studies The CONSULTANT may be required to perform various traffic studies as needed. All reports/studies are to be signed and sealed by a professional engineer registered in Florida whose area of specialty is traffic engineering. The studies to be performed by the CONSULTANT include but are not limited to: 1. Speed studies 2. Sight distance evaluations 3. Signal warrant analysis 4. Left turn signal phase analysis 5. Corridor studies 6. Arterial and intersection operational analyses and studies 7. Safety studies 8. Traffic data collection services 9. Provide cost to benefit ratio and/or net present value analysis for AAM projects 10. Concept reports and/or Conceptual plans Technical Support The technical support to be performed by the CONSULTANT include but are not limited to: 1. Research and develop white papers on various AAM topics. 2. Develop and/or update FDOT District Six AAM Plan and incorporate to the District s TSMO Program Strategic Plan. 3. Based on the strategies, priorities and performance indicators from the District Six TSMO Program Strategic Plan, develop short-term and long-term master plans for deployment of AAM techniques on selected corridors, sub-areas, and/or projects. 4. Develop performance indicators, performance targets, and design the data collection process and reporting system necessary to support performance measurement. 5. Develop design criteria packages, procurement packages, addenda, and other supporting documents for procurement related to AAM projects for all types of project delivery methods. 6. Provide conceptual design, scopes of work, cost estimates, responses to official requests for information, specifications, technical special provisions, final design, post-design and/or construction management support related to AAM deployments. 7. Develop and follow System Engineering Management Plans as needed for AAM deployments. 8. Perform design phase plans review for future construction projects including but not limited to signing and marking, signalization, lighting and traffic control plans. 9. Review maintenance of traffic (MOT) plans. Analyze and develop multi-modal TSMO strategies for safely optimizing traffic flow through a work zone as well as the affected network. This service could be for future or on-going construction projects. January 19, 2018 A-4 District 6 Signal Retiming (FM No )

6 10. Develop and/or update concept of operations (ConOps) for specific AAM deployments. 11. Develop, facilitate and coordinate intra-agency and inter-agency memoranda of understanding. 12. Develop operating procedures for AAM projects. 13. Provide operational support for AAM strategies. 14. Provide conceptual design, scopes of work, cost estimates, responses to official requests for information, specifications, technical special provisions, final design, post-design and/or construction management support related to minor highway design and signalization projects related to AAM. 15. Provide support in review and/or development of traffic operations microscopic simulation models. 16. Provide support in review and/or development of analyses in accordance with FDOT Traffic Engineering Manual, FDOT Manual on Uniform Studies, and other applicable FDOT, local and national procedures and manuals. In-house Staffing The CONSULTANT shall provide in-house staff to work in the office of the DEPARTMENT s Project Manager or other location, to assist in any of the tasks outlined in the Scope of Services, or serve in other capacities as needed. Working hours for the assigned staff person(s) shall be under the DEPARTMENT s normal working hours unless modified by the DEPARTMENT s Project Manager and approved by the CONSULTANT s Project Manager. The CONSULTANT Project Manager shall also be available to provide in-house services at the District Headquarters on a one business day notification by the DEPARTMENT, unless modified by the DEPARTMENT s Project Manager. IV. PROJECT REQUIREMENTS AND PROVISIONS FOR WORK Task Work Order A Task Work Order will be issued by the Project Manager authorizing the CONSULTANT to commence work on any of the tasks listed in this Scope of Services. Completion due dates and fees are specified in the Task Work Order. Project Management Individual(s) assigned as project manager(s) shall be a registered professional engineer in the state of Florida. Individual(s) assigned to oversee registered professional engineers are to be registered professional engineers in the state of Florida. Project Schedule The CONSULTANT will provide schedules addressing all calendar deadlines of the task work orders within ten (10) days. Progress Reporting January 19, 2018 A-5 District 6 Signal Retiming (FM No )

7 The CONSULTANT will meet with the DEPARTMENT on a monthly basis and provide progress reports, which describe the work performed on each task. Progress reports shall be delivered to the Department concurrently with the monthly invoice. Format of the report will be standardized with that used by the Department Project Manager. The Consultant shall ensure that all authorized work and tasks are completed in accordance with all applicable current Department procedures, manuals, memorandums, standards, guidelines, and the desires of the Department as made known to the Consultant. While it is expected that the CONSULTANT shall seek and receive advice from various state, regional, and local agencies, the final direction on all matters associated with the DEPARTMENT s AAM Program shall remain with the DEPARTMENT. Reporting Requirements Copies of all written correspondence between the CONSULTANT and any party pertaining specifically to this AGREEMENT shall be provided to the DEPARTMENT for its records within one (1) week of the receipt or mailing of said correspondence. The CONSULTANT shall have a Registered Professional Engineer in the State of Florida sign and seal all reports, documents, and plans as required by DEPARTMENT standards. Additional Staffing Requirements The CONSULTANT shall have as part of the staff at least one International Municipal Signal Association (IMSA) certified traffic signal technician level II as required by DEPARTMENT. Work Types The CONSULTANT may be assigned work under the following work types: Major Work: 6.2 Traffic Signal Timing Minor Work: 3.1 Minor Highway Design 6.1 Traffic Engineering Studies Intelligent Transportation Systems Analysis and Design Signalization 13.7 Transportation Statistics Computer Services Computations must be based on computer programs used by DEPARTMENT staff (MS Word, Excel, Geopak, Microstation, ArcGIS, etc.) unless authorized by the DEPARTMENT s Project Manager. The CONSULTANT will scan/file project documents, plans, and files as directed by the DEPARTMENT s Project Manager into approved data management systems. Any deviation from this must be approved by the DEPARTMENT s Project Manager. This is intended for files which are to be archived with the rest of the project documents. January 19, 2018 A-6 District 6 Signal Retiming (FM No )

8 V. QUALITY ASSURANCE/QUALITY CONTROL The CONSULTANT shall be responsible for the professional quality, technical accuracy, and the coordination of all materials and services furnished by the CONSULTANT under this AGREEMENT. The CONSULTANT shall, without additional compensation, correct or revise any errors or deficiencies in its materials and services. The CONSULTANT shall be responsible without additional compensation for all errors and/or omissions (and approved corrections of same) that result from substandard performance of the services described herein. The CONSULTANT will also be responsible for the professional quality, technical accuracy, and the coordination of all materials and services furnished by a sub-consultant under this AGREEMENT. The Consultant shall provide a Quality Assurance/Control Plan that describes the procedures to be utilized to verify, independently check, and review all tasks and services performed as a part of this AGREEMENT. The Consultant shall describe how the checking and review processes are to be documented to verify that the required procedures were followed. The names of the Consultant s staff that will perform the quality control reviews shall be included in the Quality Control Plan. The Quality Control reviewer shall be a Florida Registered Professional Engineer. The Quality Assurance/Control Plan may be one utilized by the Consultant as part of their normal operation or it may be one specifically designed for this project. The Consultant shall submit a Quality Assurance/Control Plan for approval within ten (10) calendar days of the written Notice to Proceed. Unless specifically waived, no payment shall be made until the Consultant s Quality Assurance/Control Plan is approved by the Department. Significant changes to the work requirement may necessitate the Consultant to revise the Quality Assurance/Control Plan. It shall be the responsibility of the Consultant to keep the plan current with the work requirements. The Consultant shall, without additional compensation, correct all errors or deficiencies in the designs, maps, drawings, specifications and/or other services. The Consultant shall maintain adequate records of the quality control actions performed by the Consultant team, (including sub-contractors and vendors), in providing services and products under this AGREEMENT. All records shall indicate the nature and number of observations made, the number and type of deficiencies found, and the actions taken. These records shall be available to the Department, upon request, during the AGREEMENT term. All records are subject to audit review. VI. DEPARTMENT RESPONSIBILITIES January 19, 2018 A-7 District 6 Signal Retiming (FM No )

9 Agreement Administration The DEPARTMENT shall provide a Project Manager who shall administer the terms of the AGREEMENT and assure the CONSULTANT is complying with the work described. Work Authorization The DEPARMENT or its designee will issue a Task Work Order to the CONSULTANT to commence work on any of the tasks described herein. Reviews Throughout the term of the AGREEMENT, the DEPARTMENT may conduct reviews of the work performed by the CONSULTANT. The CONSULTANT shall cooperate and assist the DEPARTMENT throughout these review processes. VII. CONSULTANT RESPONSIBILITIES The CONSULTANT shall ensure that all authorized work and tasks are completed in accordance with all applicable current DEPARTMENT procedures, manuals, memorandums, standards, guidelines, and the desires of the DEPARTMENT as made known to the CONSULTANT. Review Responses When deficiencies are indicated in a review, the CONSULTANT will immediately implement remedial action to eliminate the deficiencies. Remedial actions may include further training of the CONSULTANT personnel (in scope and/or frequency), subdivision of staff responsibilities, addition of staff, or replacement of personnel whose performance is considered inadequate. Staffing The CONSULTANT shall provide and maintain an up-to-date list of staff with agreed-to classifications and approved salaries (subject to the AGREEMENT 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. 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 Project Manager and Procurement Office, and if applicable, added to the AGREEMENT via an amendment. VIII. NON-COMPLIANCE Failure by the CONSULTANT to comply with the CONSULTANT responsibilities stated in this Scope of Service shall result in the immediate suspension of work, CONSULTANT placement in January 19, 2018 A-8 District 6 Signal Retiming (FM No )

10 non-compliance status and/or AGREEMENT termination. The parties recognize that timely performance by the CONSULTANT is of the essence. If the CONSULTANT fails to perform the work specified in this Scope of Services and causes the DEPARTMENT to intervene, all costs incurred by the DEPARTMENT shall be charged to the CONSULTANT and shall result in the immediate suspension of work, CONSULTANT placement in non-compliance status and/or AGREEMENT termination. IX. METHOD OF COMPENSATION The DEPARTMENT and the CONSULTANT shall agree on the services to be performed for each work authorization, the performance period and the compensation to be paid. The compensation shall be based on the billing rates agreed to by the DEPARMTENT and the CONSULTANT. The billing rates shall include CONSULTANT costs of salaries, overhead, fringe benefits and operating margin. This AGREEMENT will not require Project Cost Accounting. January 19, 2018 A-9 District 6 Signal Retiming (FM No )