3-SS-26-00388 Completed Contract File.pdf

G:\Bid Master\FY 26 (Euna Procurement)\SS\SS-26-00388 WebCDMS Maintenance, Data Management, Crash Location, and Support\4. Award\SS-26-00388

WebCDMS Maintenance, Data Management, Crash Location, and Support.docx

Administrative Award

File Number/Title: SS-26-00388 / WebCDMS Maintenance, Data Management, Crash Location, and Support

Buyer: Jamie Ritcheson

Description: This contract is for ongoing and as-needed crash data management and support. The services will provide automated information on County roads and intersections, including top crash location lists, crashes within County jurisdiction, and automated collision diagramming.

Originating Department: Engineering and Operations Funding Source: Department’s Operating Budget

Summary of Process: A Notice of Intent to Sole Source (SS-26-00388) was properly posted, and no challenges were received. Pursuant to Section 3-205(2)(b) of the Procurement Policy, this purchase is considered a sole source procurement as the recommended vendor is the sole provider of the existing integrated WebCDMS system utilized by the County.

Recommended Action: Award a Sole Source contract.

Vendor: Alfred Benesch & Company Amount: $97,200.00

Contract Term: Effective upon the date shown on the blanket purchase agreement and continue for a three (3) year period.

Renewal Period(s): N/A

Economic Development Participation: In this case, the specified services will be provided directly and exclusively by the recommended vendor under a sole source procurement and is exempt from Registered Small Business Encouragement (SBE) Program requirements; therefore, there is no SBE Program participation goal or set -aside for this procurement.

Comparison to Original Estimate: The recommended award amount matches the requesting department’s estimate. The requesting department determined the pricing to be fair, reasonable, and consistent based on pricing provided to other counties in the area.

Originating Department Director: Dept Director (Joshua Bellotti) NSS Request Form Date: August 3, 2026

Procurement Operations Coordinator: Date: September 11, 2026

Director of Procurement: _Approved in Euna Procurement Date:

Delegation to Procurement Operations Coordinator:

[N] Unilateral Renewal Periods [N] Additional Purchase Options [N] Unilateral Extensions [N] Unilateral Adjustment of Allowance Line(s) Amounts (not to exceed award amount)

Attachment(s): Vendor Quote, Sole Source Letter, Certificate of Insurance

September 11, 2026

35 West Waker Drive Suite 3300

Chicago, IL 60601

1000 N. Ashley Drive, Suite 400 Tampa, FL 33602 www.benesch.com P 813-224-8862

Hillsborough County WebCDMS Maintenance, Data Management, Crash Location, and Support

(Three Calendar Years from notice to proceed)

Maintenance Service Summary:

Task 1 - WebCDMS Maintenance, Data Management, and Crash Location

This task provides for availability, system and data maintenance, and data management services for the Hillsborough County WebCDMS web-based crash data management system. Services included in this task are as follows:

1.01: System Maintenance: Benesch shall host, maintain, and provide tape back-up services for the WebCDMS application and crash database. Should the WebCDMS system become unavailable due Benesch’s loss of network connectivity or hardware failure during normal working hours (8 – 5, MTWTF), Benesch shall notify the Hillsborough County Project Manager via phone or email, provide an estimated timeframe for system restoration, and make all reasonable attempts to restore the WebCDMS service within five working days. Maintenance activities which require the system to be shut down during normal working hours will be avoided/minimized, but, if necessary, will be coordinated with the Hillsborough County Project Manager in advance. From time-to-time Benesch may elect to provide enhancements to the WebCDMS application and will notify the Hillsborough

County Project Manager prior to implementing enhancements and will provide documentation and training related to the enhancements if necessary.

1.02: Database Management: Up to once a month, Benesch will upload data as they are received from the County. As part of this process Benesch will notify the Hillsborough County Project Manager by email when data are received, including the number of records, and the date range of the records received. Benesch will then post the records to the Hillsborough WebCDMS database and/or notify the County of significant issues with the data (e.g., corrupt database files, significant missing records) within ten (10) working days of receipt.

Hillsborough County CDMS Page | 2

1.03. Crash Location Service: As part of the Database Management process, Benesch shall apply database automation to assign crash records with a reference node (intersection) identification number based on the crash location information included in the crash data records.

Based on past performance, it is estimated that approximately 50 percent of Hillsborough County crashes can be located in this way. Benesch shall utilize up to twenty hours per month of crash data technician staff effort to perform the following crash location services:

a. Within thirty (30) days of receiving crash data, Benesch shall review available crash location data for crashes coded as Fatal, Incapacitating Injury, Bicycle, Pedestrian, or Motorcycle to verify the automated node assignment or assign a node ID, if none was assigned through the automated location process. A list/spreadsheet of Fatal, Incapacitating Injury, Bicycle, Pedestrian, and Motorcycle crashes which Benesch cannot locate (generally due to incomplete data) will be compiled and transmitted to the Hillsborough County Project Manager on a quarterly basis.

b. Within sixty (60) days of receiving crash data, Benesch shall review available crash location data for crash records which were not assigned a node through the automated process in the following order of priority until the remainder of the available crash data technician effort allocation is consumed:

1. Bicycle, pedestrian, and motorcycle crashes

2. Injury crashes

3. Possible injury and property damage crashes

Based on past Hillsborough County crash data characteristics and the allocation of twenty (20) hours of crash data technician effort per month it is expected that 85 percent of all crashes will be assigned a Node ID and that at least 95 percent of Fatal, Incapacitating Injury, Bicycle, Pedestrian, and Motorcycle crashes will be assigned a Node ID. The WebCDMS includes an automated report showing the number of crash records per month and the percent which have been assigned a Node

ID.

In addition to crash data technician staff, Benesch will:

• supervise the data entry staff,

• conduct quarterly crash data audits (to verify completeness of data based on historic trends)

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• post XY data provided by the FDOT safety office on a quarterly basis/as available and provide a report listing crashes where FDOT XY locations differ significantly from node locations,

• will post corrected crash node assignments or node descriptor changes provided by the Hillsborough County Project Manager within ten (10) working days of receipt.

Total service cost per year of $ 26,400 for a three year cost of $79,200.

Task 2 - WebCDMS On-Site Training and Support

Benesch will deliver instructional sessions on the CDMS application for Hillsborough County’s Traffic

Engineering division. Staff will be given the opportunity to present use cases that arise during day-to-day operations and see how the CDMS can be utilized to assist them. The goal of this task is to provide an overview of what is currently available within the CDMS and instruct users on how to get the results desired.

Benesch will also provide on-call technical support to Hillsborough County. This support will be provided upon request from the Hillsborough County PM and a cost estimate of hours will be provided to the Hillsborough County PM and agreed upon before work is started.

This training and support task will be billed at Benesch rates, and a report will be given with any invoice showing the labor details.

The cost for a full day of training is $1,500. We will budget for 4 training courses per calendar year for a total of $6,000 per year and a three-year total of $18,000.

Schedule and Budget:

• The Task 1, WebCDMS Maintenance, Data Management, and Location Services described above shall be completed for a total fee of $26,400 per year (three year total of $79,200) and shall be invoiced annually. Task 1 shall provide for WebCDMS availability, maintenance, and data management from NTP for three recurring one-year periods (12 months).

• Task 2 shall be billed at a cost of $1,500 for each full day training session or equivalent thereof and will be invoiced on an as-needed and requested basis. The annual total estimate is $6,000 and a three-year estimate of $18,000

• The estimated total fee for Task 1 and Task 2 combined is $32,400 per year and a three-year total of $97,200.

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Other Terms:

Consistent with the original implementation of the Hillsborough WebCDMS, all crash data, and traffic count data shall remain the sole property of Hillsborough County and shall not be released to any external agency (except those authorized as users of the WebCDMS by the County) or used by Benesch for business purposes without the written consent of the Hillsborough County Project Manager. Benesch shall take reasonable measures to ensure that the WebCDMS site/database is secure from unauthorized use but shall not be responsible for the misuse of user accounts/passwords provided to Hillsborough County.

Should Hillsborough County elect to terminate the WebCDMS service prior to the term specified herein, then upon written request by the Hillsborough County Project Manager, Benesch will provide a copy of the WebCDMS database on suitable media and after a review period of 30 days shall delete all Hillsborough County crash data files from its production servers and archives. Such request shall release Benesch from any contractual obligation established in this scope of services to host and maintain the WebCDMS for Hillsborough County.

1000 N. Ashley Drive, Suite 400 Tampa, FL 33602 www.benesch.com P 813-224-8862

August 6, 2026

To Whom it May Concern:

Benesch (formerly Tindale Oliver) has been providing Hillsborough County traffic crash data management and support for the past 16 years. We provide a unique service that utilizes various data sources of crash data for the State of Florida. Some of these include the Department of Highway Safety and Motor Vehicles (DHSMV), Florida Department of Transportation (FDOT), and local law enforcement agencies. This information is integrated with Hillsborough County data layers such as roads, land use and zoning.

Some of the unique features of what we offer include…

• Automated crash locating to County roads and intersections

• Top Crash Location Lists (Roadways and Intersections)

• Crashes within County jurisdictions (Municipal, Land Use, Zoning)

• Automated Collision Diagramming

We provide a web-based application called the WebCDMS for analyzing and reporting on crash data. This allows multiple users and departments to access the information for their day-to-day operations. We also provide great customer service in which County staff can contact us to address any questions or needs that might arise.

Should you have any further questions or require any additional information, please do not hesitate to contact me directly at, 727-647-3926. Thank you and look forward to our continued service to Hillsborough County.

Sincerely, Juan Butler, GISP Senior Technical Specialist | Associate jbutler@benesch.com direct: 813-825-1326 mailto:jbutler@benesch.com https://www.benesch.com/