9022 - PUR 7776 - Signed.pdf

STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION

FDOT DESCRIPTION OF INTENDED

SINGLE SOURCE PURCHASE

(PUR 7776)

375-040-53

PROCUREMENT

03/19

PUR 7776 (rev.10/14) Page 1 of 2 60A-1.010, F.A.C.

AGENCY: DEPARTMENT OF TRANSPORTATION

TITLE: Annual Maintenance and Hosting of the Intelligent Transportation Systems Facility Management (ITSFM) System

Short description of the commodity or service desired: Maintenance and hosting of the operational elements of the ITSFM

System's software and hardware

CONTACT

Name: Sherill Johnson

Address: 605 Suwannee Street, Tallahassee, FL 32399-0450

Telephone: 850.414.4381

Email: CO.Purch@dot.state.fl.us

Internal tracking number, if any: DOT-SS-26-9022-SJ

Date posted: Last day for receipt of information:

This description of commodities or contractual services intended for purchase from a single source is posted in accordance with section 287.057(3)(c), Florida Statutes and will remain posted for a period of at least 15 business days.

Commodity or Service Required (commodity class and group, manufacturer, model, and description, as appropriate):

81112200: Software maintenance and support

Quantity or Term (as appropriate): One (1) year

Requestor (division, bureau, office, individual, as appropriate): Fred Heery, Traffic Engineering

Performance and/or Design Requirements (intended use, function or application, compatibility etc. requirements; reference to policy, rule, statute or other act of the Legislature, etc., as appropriate): The Florida Department of Transportation (FDOT) Central Office, Districts and Florida's Turnpike Enterprise (FTE) operate remote ITS Communications systems and networks using fiber optic and microwave infrastructure throughout the state. FDOT has developed an Intelligent

Transportation System Facility Management (ITSFM) System using Byers Engineering’s NexusWorx software to help manage the inventories and configurations to support operations, maintenance and future design activities. The software is configured as an internet application allowing the districts to better manage their ITS and fiber optic infrastructure deployments. The software requires ongoing maintenance and hosting to allow active users on the system, provide security updates to the software, allow access for google map views, and to host at a location with redundant backup.

Intended source (vendor, contractor): Byers Engineering Company

Estimated Dollar Amount: $124,402.00

Justification for single source acquisition (what is necessary and unique about the product, service or source; steps taken to confirm unavailability of competition, as appropriate): FDOT owns an enterprise license for the NexusWorx software.

Byers Engineering is the developer of this proprietary software and is the only known vendor who is able to provide the required hosting and maintenance.

Approved By: (names & titles, as appropriate to Post on Vendor Bid System (VBS), e.g., requestor, requestor management, information systems, budget, purchasing):

Authorized Signature Title

Central Office Legal Review:

Authorized Signature Title

Docusign Envelope ID: FEA2792C-391F-441A-825E-D9C1719E1D3B

State Purchasing Administrator

Assistant General Counsel

Wednesday, September 10, 2025 Wednesday, October 1, 2025

STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION

FDOT DESCRIPTION OF INTENDED

SINGLE SOURCE PURCHASE

(PUR 7776)

375-040-53

PROCUREMENT

03/19

PUR 7776 (rev.10/14) Page 2 of 2 60A-1.010, F.A.C.

Legal review by the Office of General Counsel is required prior to posting. Please coordinate with District Legal

Counsel prior to submission to the Office of General Counsel, MS-58.

Prospective vendors are requested to provide information regarding their ability to supply the commodities or contractual services described. If it is determined in writing by the agency, after reviewing any information received from prospective vendors, that the commodities or contractual services are available only from a single source, the agency shall:

1. Provide notice of its intended decision to enter a single-source purchase contract in the manner specified in s.120.57 (3) F.S.

2026 Quotation for Florida Department of Transportation

ITSFM Hosting From: November 1, 2025, through October 31, 2026

Description of Product & Services Unit Detail Units ITSFM Hosting (Production)

Advanced Payment Required

201-225 User Logins 1

ITSFM Hosting (Training)

Period 1

NexusWorx Software Maintenance

Software Escrow & Database Account

WFS Interface AWS Usage and Support

Per Interface 6

Trimble WFS Additional AWS Usage and Support

Advanced Payment Required

Period 1

ITSFM Backend Data Support

Google Maps Map Views (New)

400,000 Pages 1

ITSFM Enhancements Per hour 200

Local Sales Tax (Applicable unless exempt)

Payment terms are net 30.

Shipping terms are FOB Origin, Prepay and Add

ITSFM Software Maintenance, Hosting and Services Fees 2

ITS Facility Management (ITSFM) System Software Maintenance and Hosting

Overview

This document outlines the services provided to Florida Department of Transportation (FDOT) through

Byers’ NexusWorx enterprise software maintenance license and the hosting services for ITSFM. Byers’

NexusWorx software is the core software for FDOT’s ITSFM system. The payment of the maintenance fee allows FDOT to receive new software upgrades of the core NexusWorx software and support for technical issues discovered related to the functions and processes for the NexusWorx core software application. These services are limited based on the contents of this document.

Software Maintenance Services

The services for software maintenance are provided as listed below.

• Provide all product upgrades to Byers’ core NexusWorx application. These upgrades include both maintenance (bug fixes, patches) and functional enhancement. In addition to upgrades provides unlimited access to Byers’ Product Support Desk. The Support Desk is available during the hours of 9:00 am – 5:00 pm Eastern Standard Time (EST), Monday-Friday through e-mail at nexussupport@byers.com or over the telephone at 404.497.1559 or 1.888.263.4396.

• FDOT’s ITSFM solution uses the core NexusWorx application (referenced above) and a custom ITS configuration developed in partnership with FDOT for the transportation industry. Other transportation agencies use the same or similar ITS configuration as FDOT for their base solution. As part of this software maintenance agreement, Byers will upgrade the ITSFM configuration, based on acceptance by FDOT, with

ITS enhancements made for other transportation agencies. Byers will notify FDOT of these enhancements providing a list of available upgrades and enhancements that can be added to the ITSFM solution. FDOT shall provide Byers with written notification indicating which enhancements to include in the ITSFM.

• Provide the support service response objectives in the following table:

Severity Initial Response Update Response Resolution

Critical 1 Business Hour Each Business Day Work Continuously

High 4 Business Hours Weekly ASAP

Normal 12 Business Hours Every 2 Weeks Reasonable Effort

Low Reasonable Effort Monthly Next Scheduled Release

Response Matrix

Severity Level

Each defect has a severity level that is determined and assigned at the time the defect report is created.

Severity definitions are based upon the impact to the application or end user. The end user may be either an internal or external customer. There are four levels of severity:

• Critical Severity – The defect causes a complete loss of service (the subscriber cannot perform operations) within a critical portion of the application. Work cannot continue and a work-around is not available or is generally unacceptable.

• High Severity – The defect causes a severe loss of service, but operations can continue in a restricted manner. High Severity defects must be repeatable; a failure that cannot be repeated is not a High Severity.

• Normal Severity – The defect causes minimal loss of service. The impact of the problem is an inconvenience.

• Low Severity – The defect causes no loss of service. The problem is a minor error, incorrect behavior, or a documentation error that in no way impedes the operation of the system.

mailto:nexussupport@byers.comor

ITSFM Software Maintenance, Hosting and Services Fees 3

Problem Resolution Stages

After the initial response, Byers will provide a response update to the subscriber according to the schedule above. Byers uses the following objectives for problem resolution:

• Response – A technically qualified engineer is working on the problem.

• Resolution – Subscriber’s operation is no longer at risk due to the original problem, or the subscriber understands and accepts all risk. A permanent problem resolution may be available in a subsequent revision.

• Critical (Working Continuously) - Highest priority, immediate dedicated resources until resolved.

• High (ASAP) - Dedicated resources at 80-100%, if nothing else Critical, until resolved.

• Normal (Reasonable Effort) - Task effort resource availability until resolved.

• Low (Next Scheduled Release) – Resolution provided in next scheduled product release.

Additional Support Options

Byers may also provide on-site technical assistance to augment remote technical assistance when requested by subscriber. On-site technical assistance is chargeable to the subscriber based on the daily rate plus actual travel expenses shown in the ITSFM price schedule. On-site technical assistance is not included in the services provided in the maintenance and support subscription described above.

Subscriber Responsibilities

Subscriber problem reported to Byers must contain all pertinent information regarding the issue, including, but not limited to, the following:

• Byers software/revision number

• Operating system/version number

• Web Browser and version

• Problem description

• Problem severity

Subscribers must execute diagnostic routines or test cases if provided by Byers and inform Byers of the results. Subscribers must also verify the existence of a product problem and provide the conditions under which Byers may duplicate it at a Byers location. All problems must be reported in English.

Technical Contact

During the period of time in which Byers is working on a subscriber issue, the subscriber shall provide a technical contact who is familiar with the product problem and the subscriber environment.

Service Limitations

The Service Limitations include the following:

Byers will support the most current version of the product, along with the version released immediately prior to the current version, in accordance with the then prevailing End-of-Life policy.

The current version is defined as the version of the product that is commercially available for sale by Byers. Upon the release of the current version of the product, Byers will continue to support and maintain the product released immediately prior to the release of the current version in accordance with the then prevailing End-of-Life policy.

All associated computer hardware, operating system software, and the product must be maintained at the latest version deemed necessary by Byers. Byers shall not be obliged to provide support

ITSFM Software Maintenance, Hosting and Services Fees 4 services under this policy if the service is regarding hardware, software, or product that does not conform to the above statement. Any and each such service shall be provided at the sole discretion of Byers.

On-site services will be provided by quote, are not covered by this policy, and shall be provided at the sole discretion of Byers. Additional Byers consulting and/or coding services are available to the subscriber under a separate agreement. Byers may provide assistance to help optimize or enhance the subscriber’s use of the product. When Byers determines that any such assistance has exceeded a reasonable level, Byers will supply a quote for additional Consulting Services.

Software Maintenance Cost

The cost of the software maintenance fee is 18% of the initial Enterprise License fee of $50,000 for Byers

NexusWorx (formerly Fiber Management Tool). This fee is $9,000 and is based on industry standards and not on any itemized cost.

ITSFM System Hosting

Overview

Byers provides two separate hosted services to FDOT, the production and training environments. Both the production and training server resides in Byers NexusWorx Application Service Provider (ASP) environment at Amazon’s cloud-based Web Services. The training server is used to provide student access to make database edits without effecting the live production data. Byers will maintain and support these environments to be continuously available under the following Service Level Commitment.

The hosting fees cover a variety of costs, some scalable by the number of user logins and others not. Below is a list of cost items covered by this fee.

• Share of Production and Training Server cost (Servers, storage and bandwidth)

• Share of Oracle Partner Network* license for training servers.

• Share of amortized Oracle License and Maintenance fee per active login.

• Geocoding Services (provides for address and intersection geocoding)

• Byers Hosting Support Labor Cost

*The Oracle Partner Network is a subscription that allows Byers to utilize Oracle technology for development, sales and customer training purposes.

The Production System

The hosting of the production system is provided on a lump sum price based on the number of “covered” active logins in the production ITSFM database. An active login means a user that can login into the ITSFM application. This active login creates an expense to Byers for maintaining required Oracle Licenses, server capacity, bandwidth and support labor to maintain the level of service as outlined in this document. The expectation is that FDOT will purchase a Hosting level that will support the number of active logins expected during the next contract. There is no rebate or discount for un-used logins meaning logins covered but not activated in the system. Currently the number of logins active in the FDOT database is 220. Any login overage where the total number of Active Logins exceeds the Active Logins Covered will be accounted for in the subsequent contract hosting fee.

The Training System

The hosting of the training system is provided on a single lump sum price. The price is not based on the number of active logins because logins are only active for a limited amount of time as necessary to perform user training then the login is disabled within the database and the user is transferred to the production system.

This will also include three (3) Editor training environment deployments with up to twelve (12) refreshes.

These training deployments were created due to the additional usage of ITSFM Editor training.

ITSFM Software Maintenance, Hosting and Services Fees 5

Service Level Commitment

The following Service Level Commitment is segmented between the FDOT ITSFM production and training server environments. The production environment, which operates in Amazons cloud-based Web Services environment provides FDOT with 99% assured availability to the application. Byers will provide ample bandwidth so that ITSFM users experience “normal” system performance and response times for a web-based mapping application. Google Earth would be a good base line for “normal” performance. The production server resides in Amazon’s Web Services (AWS) environments with the primary site being in

Northern Virginia and the back-up site in Oregon. The Amazon facilities are world class data centers providing environmentally controlled server rooms with electrical backup and Internet connection serviced over redundant backhaul circuits. The server components are systematically monitored for system availability and, if a server component fails, a message will be sent out to Byers system administration personnel. In the case of a disaster to the production environment the Amazon production environment can be restored from server images within 30 minutes to any Amazon Web Services data center around the world.

The production Oracle database and application server images are systematically backed up on a nightly basis between 3AM - 3:30AM EST. These server images are saved at an alternated AWS site located in Portland, Oregon.

In case of service interruptions, Byers’ Support Desk can be contacted at 404.497.1559 during the normal business hours of 8AM - 5PM EST. Issues can be emailed to nexussupport@byers.com.

Service Terms

Byers’ hosting for ITSFM is acquired through a subscription for the hosting of the production and training servers. FDOT can cancel the subscription to the service at any time; however, no rebate will be provided for unused subscriptions. Byers will submit a proposal outlining the hosting and other services included for the next contract 90-days before the existing contract expires to provide adequate time for FDOT’s procurement process and the issuance of a purchase order prior to the expiration of the current contract. Byers will invoice

FDOT for renewal of the subscriptions upon receipt of a Purchase Order.

ITSFM Administration Services

This section lists tasks specifically for the administration of the ITSFM software only. Byers will provide a specific contact telephone number (404.497.1559) and e-mail address (nexussupport@byers.com) to FDOT’s central office contacts for communicating the ITSFM Software administration request from FDOT. All communications will be acknowledged within 24 hours.

Note: These tasks being ITSFM Software only, hence do not include Network support tasks such as Server

Instance OS administration and database backup.

Tasks include:

• Create and Set Up Serving Areas– Defining new serving areas and or modifications to role permissions.

• Create Public Themes – It may be necessary to create or modify a public theme. This administrator would need to know how to update the FMT .xml file, rebuild the web applet, and redeploy.

• Deploy Updated Applications – When new releases for ITSFM are available, the Byers ITSFM

Administrator will deploy the new release applet WAR. This consists of stopping the web server service, deleting the existing web app and work files, copying new WAR, and restarting the web server.

• Training Database Update – Based on requests from FDOT, Byers will update or refresh the training database.

End of Service Resolution

If FDOT should decide to terminate the hosted services of ITSFM, Byers will provide to FDOT an Oracle export of the database(s) on DVD, Universal Serial Bus (USB) Flash Drive(s) or other electronic media method mailto:nexussupport@byers.com

ITSFM Software Maintenance, Hosting and Services Fees 6 within 15 business days of receiving a written request. Byers’ agrees to work with FDOT to ensure that no lapses in service are encountered if the ITSFM deployment should be transitioned from the Byers hosted service to another deployment scenario. Any database manipulation required for segregating databases will be outside the scope of what is covered in the End of Service.

Google Maps Pre-Paid Map Views

NexusWorx (ITSFM) is integrated with Google Maps for displaying these images in the NexusWorx map window. This allows users to toggle On/Off the different Google map presentations as a backdrop image to the other map features. Byers’ incurs a cost to Google for each map image requested. As a NexusWorx subscriber, if you desire this functionality and more than 10,000 page views per contract, you must purchase pre-paid package of page hits or images in order to have this function enabled. These pre-paid units expire at the end of each contract and therefore must be purchased each contract. However, if these views are exhausted during the contract Byers is in agreement it will not turn off Google Earth but will roll the overage into next contract’s renewal. The packages and cost are as follows:

Total Allowed Page Hits Cost

10,000 FREE

Up to 50,000 $250

Up to 100,000 $500

Up to 200,000 $1,000

Up to 400,000 $2,000

WFS (Web Feature Service) Interface Support

In December of 2015 Byers deployed the initial WFS Interface to ITSFM. The WFS interface allows for external systems to push and pull data from and to the ITSFM database. The interface is a separate server component to the existing ITSFM application and as such incurs effort to support and maintain this server component and usage costs to keep it operational. This interface based price covers AWS usage and Byers cost to support the interface for the contract. The tasks covered the related AWS service/bandwidth costs, supporting the logical components and to maintain and update the WFS configuration in sync with the

ITSFM application configuration changes that are general on-going changes.

ITSFM currently has the following six (6) separate WFS Interfaces:

• HillsboroughGISview o FDOT Hillsborough Co GIS-ESRI WFS-WMS view-only user, Serving-Area Restricted to Hillborough area.

• ITSFMtoGISview o FDOT Central Office GIS account for public deployment information. Nightly GET-fetch. GIS WFS-WMS selected layers/attributes view-only user.

• InternalGISView o Nightly transfer from ITSFM to FDOT GIS for Internal use (not public). It fetches additional information the public account does not contain.

• MIMSWFS

o District MIMs interface

• transWFSMOMSuser o Transcore MOMs interface

ITSFM Software Maintenance, Hosting and Services Fees 7

• trimble state-wide o GPS Mapping. This interface utilizes additional AWS bandwidth and services such as:

S3, Lambda, DynamoDB. The additional cost will be indicated as a separate line item and monitored for adjustments as needed for future contracts.

ITSFM Backend Data Support

Byers will provide this Backend Data Support as requested to help maintain the ITSFM application database. This can include running backend database scripts to migrate data from one value to another. In many cases these values are ones that cannot be altered, like Serving Area, by an end- user in the application. In other cases, it’s more efficient to perform these updates in the backend by script than by an end-user in the application. A few other examples of this support include:

• association changes without having to clear connectivity.

• connectivity clean-up

• cleanly and safely clear records from user import errors

• deleting code list entries after validating not being used or consolidating duplicate entries which include re-linking feature records to the entry being retained.

• requests made to change an application configuration attribute or property value.

This support is provided on a lump sum basis predicated on the previous contract’s usage.

Note that any larger scale effort, such as a group of several project feature enhancements or changes, should be done based on a separate lump sum quote as this bucket is intended to be for more ad-hoc and short duration tasks that occur during the contract period.

ITSFM Enhancements

Byers will work with FDOT on ITSFM Enhancements as requested to help the ITSFM application to further meet evolving end-user needs. These enhancements will consist of on demand and as needed requests to be discussed, reviewed and agreed. A few examples of these requests might include:

• New or improved reporting

• Feature enhancements or changes

NexusWorx Software Escrow Account

Per FDOT’s request in 2018 Byers/FDOT established a 3rd Party commercial software escrow account where all Byers source code (binaries), database scripts and related software documentation (API’s, build, databases, scripts and deployment, etc.) are stored. The 3rd Party provider is GuardIT of Austin, TX. Byers will continue over this next maintenance term to upload to the escrow account any software code upon any released changes to the software.

In the case Byers becomes insolvent FDOT through this mechanism/agreement can retrieve everything required to continue with the NexusWorx software lifecycle including deployment of the software on its own servers.

This also includes the backup of the ITSFM Oracle database from our production site placed on an Amazon

S3 storage site (https://s3.console.aws.amazon.com/s3/buckets/fdot-itsfm). FDOT can access this Oracle export at any time with their secured login to this site.

https://s3.console.aws.amazon.com/s3/buckets/fdot-itsfm

ITSFM Software Maintenance, Hosting and Services Fees 8

Price Schedule

The following price schedule outlines the products and services available. The items shown in BOLD represent our recommendation based on previous contract usage and expected growth.

ITSFM Price Schedule

Description of Product & Services Units

ITSFM Hosting (Production) 1-50 User Logins

51-75 User Logins

76-100 User Logins

101-125 User Logins

126-150 User Logins

151-175 User Logins

176-200 User Logins

201-225 User Logins

226-250 User Logins

251-300 User Logins

ITSFM Hosting (Training) Period

NexusWorx Software Maintenance Period

NexusWorx Software Escrow

Account Management Period

Google Maps Map Views See Schedule

WFS AWS Usage and Support Interface

Trimble WFS Additional AWS Usage and Support Period

ITSFM Backend Data Support Period

ITSFM Enhancements (up to 200 hrs.)

Hour

Byers FDOT Hourly Rates Schedule

Description Unit

GIS Specialist Hour

Engineering Technician Hour

Technician Aid Hour

Senior Engineering Technician Hour