Appendix 3_Design Installation & Testing.pdf

APPENDIX 3: Design, Installation, and Testing

Request for Proposals

RFP-2026-0911

Washington State

Roadway Toll Systems

Modernization Programs

Offered by

Washington State Department of

Transportation

Roadway Toll Systems Project Appendix 3. Design, Installation, and Testing

3-i State of Washington Contract No. ___ Department of Transportation

Table of Contents

APPENDIX 3. DESIGN, INSTALLATION, AND TESTING ................................................................ 3-1

3.1 Introduction ............................................................................................................................. 3-1

3.1.1 SECTION OVERVIEW ........................................................................................................................ 3-1

3.1.2 ABBREVIATIONS AND DEFINITIONS ............................................................................................... 3-1

3.2 Mandatory Standards ............................................................................................................. 3-1

3.3 Project Management ............................................................................................................... 3-1

3.3.1 GENERAL ........................................................................................................................................... 3-1

3.3.2 PROGRAM MANAGEMENT PLAN ..................................................................................................... 3-2

3.3.3 PROJECT MANAGEMENT PLAN ....................................................................................................... 3-4

3.3.4 PROJECT SCHEDULE ....................................................................................................................... 3-7

3.3.5 PROGRESS REPORTS ...................................................................................................................... 3-9

3.3.6 ALL MEETINGS .................................................................................................................................. 3-9

3.3.7 MONTHLY PROGRESS REPORTS ................................................................................................. 3-10

3.3.8 MILESTONE INVOICES.................................................................................................................... 3-11

3.3.9 SUBMITTALS .................................................................................................................................... 3-11

3.4 Project Coordination with Other Contracts and Contractors .......................................... 3-12

3.4.1 GENERAL ......................................................................................................................................... 3-12

3.4.2 PROJECTS IN THE VICINITY .......................................................................................................... 3-12

3.4.3 COORDINATION AND CORRESPONDENCE ................................................................................. 3-12

3.4.4 SCHEDULING/MILESTONE COORDINATION (GREENFIELD PROJECT) ..................................... 3-14

3.4.5 DESIGN REQUIREMENTS ............................................................................................................... 3-14

3.4.6 COORDINATION REQUIREMENTS ................................................................................................. 3-15

3.4.7 SUBMITTALS .................................................................................................................................... 3-15

3.5 Public Information ................................................................................................................ 3-15

3.5.1 GENERAL ......................................................................................................................................... 3-15

3.5.2 REQUIREMENTS ............................................................................................................................. 3-15

3.5.3 METHODS AND TOOLS FOR DISSEMINATION OF INFORMATION ............................................. 3-18

3.5.4 MEDIA QUALITY ASSURANCE AND QUALITY CONTROL ............................................................ 3-18

3.5.5 SUBMITTALS .................................................................................................................................... 3-19

3.6 Quality Management ............................................................................................................. 3-19

3.6.1 GENERAL ......................................................................................................................................... 3-19

3.6.2 QUALITY ASSURANCE AND QUALITY CONTROL STAFF ............................................................ 3-23

3.6.3 DESIGN QUALITY ASSURANCE AND QUALITY CONTROL REQUIREMENTS OF THE

QMP .................................................................................................................................................. 3-25

3.6.4 MATERIALS QUALITY ASSURANCE AND QUALITY CONTROL REQUIREMENTS ..................... 3-28

3.6.5 INSTALLATION QUALITY ASSURANCE AND QUALITY CONTROL PLAN

REQUIREMENTS ............................................................................................................................. 3-29

3.6.6 SUBMITTALS .................................................................................................................................... 3-32

3.7 Control of Materials .............................................................................................................. 3-33

3.7.1 GENERAL ......................................................................................................................................... 3-33

3.7.2 APPROVAL OF MATERIALS ............................................................................................................ 3-33

3.7.3 ACCEPTANCE OF MATERIALS ....................................................................................................... 3-34

3.7.4 HANDLING AND STORING MATERIALS ......................................................................................... 3-39

3.7.5 STATE-INSPECTED AND TESTED ITEMS ...................................................................................... 3-39

3.7.6 OWNER’S MANUALS, OPERATING INSTRUCTIONS, AND PRODUCT DATA .............................. 3-40

3.7.7 SUBMITTALS .................................................................................................................................... 3-40

3.8 Structures .............................................................................................................................. 3-40

3.8.1 GENERAL ......................................................................................................................................... 3-40

3.8.2 REQUIREMENTS ............................................................................................................................. 3-41

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3.8.3 DESIGN CRITERIA ........................................................................................................................... 3-41

3.8.4 INSTALLATION CRITERIA ............................................................................................................... 3-42

3.8.5 SUBMITTALS .................................................................................................................................... 3-42

3.9 Electrical ................................................................................................................................ 3-43

3.9.1 GENERAL ......................................................................................................................................... 3-43

3.9.2 REQUIREMENTS ............................................................................................................................. 3-43

3.9.3 DESIGN AND INSTALLATION REQUIREMENTS ............................................................................ 3-44

3.9.4 SUBMITTALS .................................................................................................................................... 3-47

3.10 Intelligent Transportation Systems .................................................................................... 3-48

3.10.1 GENERAL ......................................................................................................................................... 3-48

3.10.2 REQUIREMENTS ............................................................................................................................. 3-48

3.10.3 DESIGN REQUIREMENTS ............................................................................................................... 3-49

3.10.4 INSTALLATION REQUIREMENTS ................................................................................................... 3-50

3.10.5 SUBMITTALS .................................................................................................................................... 3-52

3.11 Toll Systems .......................................................................................................................... 3-52

3.11.1 GENERAL ......................................................................................................................................... 3-52

3.11.2 REQUIREMENTS ............................................................................................................................. 3-53

3.11.3 DESIGN REQUIREMENTS ............................................................................................................... 3-56

3.11.4 FINAL TRANSITION PLAN ............................................................................................................... 3-68

3.11.5 GO-LIVE CUTOVER PLAN ............................................................................................................... 3-69

3.11.6 SUCCESSION PLAN ........................................................................................................................ 3-70

3.11.7 DISASTER RECOVERY PLAN ......................................................................................................... 3-70

3.11.8 SUBMITTALS .................................................................................................................................... 3-71

3.12 Installation ............................................................................................................................. 3-73

3.12.1 GENERAL ......................................................................................................................................... 3-73

3.12.2 NEW CONSTRUCTION .................................................................................................................... 3-73

3.12.3 IN-PAVEMENT SENSORS ............................................................................................................... 3-73

3.12.4 ROADSIDE RESTORATION ............................................................................................................. 3-74

3.12.5 INSTALLATION REQUIREMENTS ................................................................................................... 3-75

3.12.6 SUBMITTALS .................................................................................................................................... 3-77

3.13 Maintenance of Traffic during Installation and Testing .................................................... 3-78

3.13.1 GENERAL ......................................................................................................................................... 3-78

3.13.2 REQUIREMENTS ............................................................................................................................. 3-79

3.13.3 DESIGN AND INSTALLATION REQUIREMENTS ............................................................................ 3-80

3.13.4 SUBMITTALS .................................................................................................................................... 3-84

3.14 Environmental ....................................................................................................................... 3-84

3.14.1 GENERAL ......................................................................................................................................... 3-84

3.14.2 REQUIREMENTS ............................................................................................................................. 3-85

3.14.3 SUBMITTALS .................................................................................................................................... 3-92

3.15 Toll System Testing .............................................................................................................. 3-92

3.15.1 GENERAL ......................................................................................................................................... 3-92

3.15.2 MASTER TEST PLAN ....................................................................................................................... 3-93

3.15.3 TEST SCHEDULING ......................................................................................................................... 3-95

3.15.4 TEST PROCEDURES ....................................................................................................................... 3-95

3.15.5 TEST REPORTS ............................................................................................................................... 3-96

3.15.6 SYSTEM CHANGES AND MODIFICATIONS ................................................................................... 3-96

3.15.7 COORDINATION WITH OTHERS .................................................................................................... 3-96

3.15.8 SYSTEM TESTS ............................................................................................................................... 3-97

3.15.9 SUBMITTALS .................................................................................................................................. 3-103

3.16 Maintenance during Installation and Testing (Greenfield) ............................................. 3-103

3.16.1 GENERAL ....................................................................................................................................... 3-103

3.16.2 MAINTENANCE OF THE RIGHT OF WAY, ROADWAYS, ELECTRICAL, STRUCTURES,

PROPERTY, AND AESTHETIC TREATMENTS ............................................................................. 3-104

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3.16.3 SNOW AND ICE OPERATIONS ..................................................................................................... 3-105

3.16.4 HAZARDOUS SPILLS RESPONSE ................................................................................................ 3-106

3.16.5 EMERGENCY RESPONSE ............................................................................................................ 3-106

3.16.6 SUBMITTALS .................................................................................................................................. 3-107

3.17 Project Documentation ...................................................................................................... 3-107

3.17.1 GENERAL ....................................................................................................................................... 3-107

3.17.2 REQUIREMENTS ........................................................................................................................... 3-107

3.17.3 DESIGN REQUIREMENTS ............................................................................................................. 3-107

3.17.4 INSTALLATION REQUIREMENTS ................................................................................................. 3-110

3.17.5 SUBMITTALS .................................................................................................................................. 3-111

Tables

Table 3-1. Minimum Work Zone Clear Zone Distance ........................................................................ 3-82

3-1 State of Washington Contract No. ___ Department of Transportation

APPENDIX 3. DESIGN, INSTALLATION, AND TESTING

3.1 Introduction

3.1.1 SECTION OVERVIEW

This Appendix describes the design and installation requirements that shall be executed during the

Roadway Toll Systems (RTS) Projects.

Refer to Appendix 4 for Toll Technical Requirements. Operations and Maintenance is covered in

Appendix 5.

3.1.2 ABBREVIATIONS AND DEFINITIONS

All capitalized terms and abbreviations used in this Appendix, but not expressly defined herein, shall have the meanings set forth in Appendix 1.

3.2 Mandatory Standards

Appendix 6 lists mandatory manuals and/or publications that the Vendor shall use for the design and installation of the Work. These mandatory standards shall be used for all design, fabrication, installation, and other related activities of the Work. If the Vendor becomes aware of any ambiguities or conflicts relating in any way to the mandatory standards and the Contract requirements, the Vendor shall notify

WSDOT immediately in writing, so that WSDOT may review and provide direction to resolve them.

The Vendor shall use the mandatory manuals and/or publications that are current as of the latest effective date of the applicable facility change order.

Updates to the mandatory manuals and/or publications during the time of the Contract, which will affect the design criteria or installation requirements, shall be handled per the Contract. The list of standards provided is not exhaustive. The Vendor is responsible for identifying and complying with all applicable standards, laws, and regulations necessary to perform the Work.

3.3 Project Management

3.3.1 GENERAL

The Vendor shall perform in a manner consistent with the goals and direction of WSDOT and the requirements of the Contract.

The Vendor shall maintain open and continuous communications with WSDOT. The two parties shall continually look for opportunities to improve efficiency while at the same time meeting the goals and requirements of the Contract.

The Vendor shall provide Project management throughout the lifecycle of the RTS Project. The Vendor shall prepare and deliver, at a minimum, the following Project management documents:

• Program Management Plan

• Program Schedule (Baseline and quarterly updates)

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• Project Management Plan

• Project Schedules (Baseline and Monthly updates)

• Agendas and Minutes

• Monthly Progress Reports

• Monthly Quality Reports

• Milestone Invoices

3.3.2 PROGRAM MANAGEMENT PLAN

The Vendor shall prepare and submit to WSDOT for Approval, a Program Management Plan. The

Program Management Plan shall describe the strategic alignment of staff on each Project, reviewing high-level schedules and identifying risks with mitigation strategies. It also will detail the change management process.

Once established, the Program Management Plan will be updated on a quarterly basis as the Program

Management Report. These reports will update the overall schedule based on individual Project progress, adjusting the assignment and allocation of personnel to match current program needs and project requirements as needed and monitoring risk items. Change management tracking for program documentation will be incorporated into the report. The Program Manager will maintain this tracking system, ensure WSDOT has access, and provide updates on a quarterly basis at minimum.

3.3.2.1 Staff Filling Key Program Roles

As part of the Program Management Plan, the Vendor shall include a summary of individuals designated as staff filling Key Personnel Roles.

Key Program Roles shall be the following:

• Program Manager

• Program Quality Manager

The document will describe how these program roles support Project-level roles.

The Key Personnel identified in the Program Management Plan shall report to an off-site principal or

Project sponsor of the Vendor, or to an executive oversight committee established by the Vendor for the

Project.

3.3.2.2 Program Schedule

The Vendor shall develop, submit to WSDOT for Approval, and maintain a resource-loaded baseline

Program Schedule utilizing Microsoft Project. The Program Schedule shall be submitted within 60

Calendar days of Notice to Proceed (NTP) of the Contract and include all Statement(s) of Work (SOWs) that are to achieve NTP within the next year. The Program Schedule shall be submitted electronically in native format and PDF. The submitted Program Schedule shall be based on the high-level delivery

Program Schedule submitted with the Proposal, updated in accordance with Work progress after NTP.

The Program Schedule shall be used by the Vendor and WSDOT for planning and monitoring the collective progress of all SOW execution and delivery activities. It shall be updated quarterly and

3-3 State of Washington Contract No. ___ Department of Transportation submitted with the Program Management Reports and will include all active SOWs and SOWs that are expected in the future.

The Program Schedule shall divide the Work into Project high-level activities with appropriate logic ties to show the Vendor’s overall approach to the planning, scheduling, and execution of the Work. All Work shall be represented by resource-loaded Program activities. The duration and logical relationships of the

Program activities (or summaries at phase level) shall be based on the actual duration and relationships anticipated.

The Vendor shall include in the Program Schedule major Milestones impacting the Roadway Toll System

(RTS) Projects as well as those Milestones from the RTS Projects that impact its overall Work.

No unspecified Milestones, constraints, Program float-suppression techniques, or use of Program activity durations, logic ties, and/or sequences deemed unreasonable by WSDOT shall be used in the Program

Schedule.

Each Program Schedule submittal shall clearly show the individual Project progression of the Work within the applicable time frame by using separate high-level Project activities, including but not limited to:

• Vendor Milestones

• Interfaces with external entities pursuing or undertaking work with facility specific Design-Builder (if applicable)

• Identification of planned dates of start of installation and start of testing

• Planned activities for Projects in operations such as yearly audits, major Software releases, and preventive maintenance activities

• High-level material and equipment procurement activity

• Software development activities for operations and implementation

Seasonal weather conditions shall be considered and included in the planning and scheduling of all Work to ensure completion of all Work within the Contract time.

Vendor shall use standard and consistent Program activity identification numbers, textual descriptions, and codes in all Program Schedule submittals, in a manner acceptable to WSDOT. Each Project

Schedule submittal shall be clearly identified.

3.3.2.2.1 PROGRAM SCHEDULE UPDATES

The Vendor shall submit proposed changes to the Program Schedule for WSDOT Approval as it becomes necessary to modify the Program Schedule to reflect changes to the Work sequences.

No changes to the Program Schedule shall be made without the Approval of WSDOT. Until WSDOT approves a change, all Program Schedule submittals shall be tracked against the previously approved

Program Schedule baseline. Accepted revisions shall be incorporated into the Program Schedule in the next Program Management Reports.

3-4 State of Washington Contract No. ___ Department of Transportation

Revised Program Schedule submittals shall include a narrative that includes a comprehensive listing of all

Program activities added or deleted along with a complete listing of all logic and Program activity changes.

Once WSDOT approves the revised Program Schedule, it will become the official Program Schedule of record, maintaining reference to the baseline, and will serve as the basis for subsequent Program

Management Reports. An electronic copy of the Program Schedule file used for the Program

Management Reports shall be submitted to WSDOT with the Program Management Reports.

3.3.3 PROJECT MANAGEMENT PLAN

The Vendor shall prepare and submit to WSDOT for Approval a Project Management Plan (PMP). The first section of the PMP shall describe the management of the Project overall, while subsequent sections shall refer to management of each System.

The PMP shall describe the Vendor’s Project team organization and reporting relationships, staff filling

Key Project Roles, team member contact information, Project stakeholders, the Vendor’s Project delivery approach, crisis communication plan, communication plan including a web-based collaboration environment, Project risks, and the Vendor’s procedures for managing and controlling the overall Work.

The PMP shall be updated at least annually, and after major changes in Project management procedures, unless otherwise agreed to in writing by WSDOT.

Any changes to the PMP through the life of the Program will be tracked by the Project Manager with access available for WSDOT. After eight changes are accumulated, the PMP will be reissued with updates incorporated.

3.3.3.1 Project Organization

As part of the PMP, the Vendor shall include a Project Organization Chart, which shall be a graphic representation of the Vendor’s Project team organization and hierarchy that indicates functional areas of responsibility for the staff filling Key Project Roles.

3.3.3.2 Staff Filling Key Personnel Roles

As part of the PMP, the Vendor shall include a summary of individuals designated as staff filling key personnel Roles as an addendum per each SOW.

Key Project Personnel shall be the following:

Key Personnel Experience Required

Program Manager Experience with supporting Project team delivery and direct line to the Project

Executive. Managing organizational relationships and ability to apply resources to Projects from the organization as needed.

Project Manager Successfully managed the delivery of at least three (3) toll collection system implementations within the last ten (10) years, one (1) year of which must be the Project Manager role.

At least one of these roles must have been with the Bidder in the last five (5) years.

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Key Personnel Experience Required

Systems Engineer Five (5) years of experience managing the hardware development of a toll collection system implementation, including experience in the design and installation of highway Intelligent Transportation Systems (ITS), fiber optic communication systems, electrical power distribution systems, or other highway-related tolling and communication elements similar to the Project.

Two (2) of these years must have been with the Bidder in this capacity within the last five (5) years.

Network Design and

Integration Manager

Three (3) years of experience planning and managing the network design and integration for a toll collection system implementation similar to the Project.

Systems Test Manager Three (3) years of experience planning and managing the testing program for a toll collection system implementation similar to the Project.

Environmental

Compliance Manager

Experience within the past five years managing environmental design and installation compliance issues on projects. The Environmental Compliance

Manager (ECM) is required to be a current Certified Erosion and Sediment

Control Lead (CESCL), as recognized by the Washington State Department of

Ecology. The Vendor shall provide a copy of the course certificate or other material verifying completion of the certification course at the time of Proposal submission.

O&M Manager Three (3) years of experience managing the maintenance of a toll collection system similar to the Project.

Program Quality

Manager

Three (3) years of experience managing quality programs with similar scope as the Project.

Installation Manager Three (3) years of experience managing the installation of a toll collection system implementation similar to the Project.

Coordination Manager Successfully managed the delivery of at least one (1) toll collection system implementation within the last ten (10) years. Supporting project management, contract documentation (Request for Proposals [RFP], Requests for Information

[RFI], etc.), coordination of uniformity between active projects, program document changes, etc.

At least one year of experience must have been with the Bidder in the last five

(5) years.

Software Design

Manager

Five (5) years of experience managing the software development of a toll collection system implementation similar to the Project.

Two (2) of these years must have been with the Bidder in this capacity within the last five (5) years.

The Vendor shall retain the proposed staff to fill Key Project Roles in the Vendor’s Statement of

Qualifications and identify them as such. The Vendor shall notify WSDOT at least 30 Calendar Days in advance of replacing any staff filling Key Project Roles and shall submit the names and qualifications of the proposed replacement(s) to WSDOT for written Approval. The Vendor shall allow WSDOT to interview replacements, if WSDOT desires, at the Vendor’s expense. WSDOT will retain the right to reject, at its sole discretion, any proposed replacement.

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The Vendor shall submit a Project directory, including staff filling Key Project Roles, that includes the following information:

• Name

• Title (with respect to the Work)

• Office address

• Email address

• Office telephone numbers

• Mobile phone number

The directory shall be updated throughout the course of the Work.

The Vendor shall provide a crisis communication plan to WSDOT, including staff filling Key Project Roles who may be contacted to respond to actual or imminent hazards. When the Vendor is notified of a hazard to the public or critical infrastructure related to the Products and Services, the Vendor shall respond immediately, and a Vendor representative shall be at the Project site within 45 minutes.

3.3.3.3 Staff Filling Other Roles

The following staff is required to support design, installation, and quality:

• Lead Structural Engineer (see Section 3.8.3.1)

• Electrical Systems Engineer (see Section 3.9.3.1)

• Materials Approval Engineer (see Section 3.6.2.4)

• Design Quality Assurance Manager (see Section 3.6.2.2)

• Construction Quality Assurance Manager (see Section 3.6.2.3)

3.3.3.4 Subcontractor Prequalification

Any participant doing work on behalf of the Vendor in any of the following WSDOT prequalification categories shall be prequalified with WSDOT for that class of work prior to the start of installation, including:

• 16 – Illumination and General Electric

• 33 – Engineering

• 34 – Erosion Control

• 41 – Intelligent Transportation Systems

• 42 – Electronics-Fiber Optic Based Communications Systems

• 45 – Hazardous Waste Removal

• 47 – Concrete Sawing, Coring, and Grooving

• 53 – Traffic Control

• 55 – Steel Fabrication

Proof of prequalification shall be provided to WSDOT prior to beginning the Work specified by the prequalification category. Prequalification information can be found online at:

https://wsdot.wa.gov/business-wsdot/contracts/about-public-works-contracts/how-bid-contract/step-1-prequalify.

https://wsdot.wa.gov/business-wsdot/contracts/about-public-works-contracts/how-bid-contract/step-1-prequalify https://wsdot.wa.gov/business-wsdot/contracts/about-public-works-contracts/how-bid-contract/step-1-prequalify

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The Vendor shall include the Subcontractor Management Plan (SMP) in the PMP. The SMP shall describe the Vendor’s plan to utilize, manage, monitor, and report on the work and safety of its subcontractors. The SMP shall include the following elements:

• Identification of each Subcontractor

• Scope of work of each Subcontractor

• Key personnel, responsibilities, and contact information for each Subcontractor

• Vendor’s methodology to manage and monitor Subcontractor work

• Vendor’s plan for Subcontractor work site safety

If there are no Subcontractors on contract at the time of the submittal of the PMP, the timing of this contracting work will be identified and updated with the SOW PMP addendum and monitored in the

Monthly Progress Report.

3.3.3.5 Project Delivery Approach

The Vendor shall include language within the PMP describing the Vendor’s approach to delivering

Systems that meet the design, installation, transition, and testing requirements of the Project.

3.3.4 PROJECT SCHEDULE

The Vendor shall develop, submit to WSDOT for Approval, and maintain a resource-loaded Critical Path

Method Project Schedule utilizing Microsoft Project. The baseline Project Schedule shall be submitted within 60 Calendar Days of NTP for WSDOT Approval. The Project Schedule shall be submitted electronically in native format and Portable Document Format (PDF). The planning, design, installation, and completion of the Work shall be undertaken and completed in accordance with the most recent

Project Schedule approved by WSDOT.

The Project Schedule shall mean any of the following, depending upon the context in which the reference is used:

• The initial Project Schedule included within the high-level delivery Program Schedule submitted with the Proposal

• The approved baseline schedule

• The most recently approved revised resource-loaded schedule, which has been updated and submitted with the most recently approved Monthly Progress Report

The Project Schedule shall be used by the Vendor and WSDOT for planning and monitoring the progress of the Work.

The Project Schedule shall divide the Work into activities with appropriate logic ties to show the Vendor’s overall approach to the planning, scheduling, and execution of the Work. All Work shall be represented by resource-loaded Project activities. The duration and logical relationships of the Project activities (or summaries at phase level) shall be based on the actual duration and relationships anticipated.

The Vendor shall include in the Project Schedule major Milestones impacting the RTS Projects as well as those Milestones from the RTS Projects that impact its overall Work.

3-8 State of Washington Contract No. ___ Department of Transportation

No unspecified Milestones, constraints, Project float-suppression techniques, or use of Project activity durations, logic ties, and/or sequences deemed unreasonable by WSDOT, shall be used in the Project

Schedule.

Each Project Schedule submittal shall clearly and individually define the progression of the Work within the applicable time frame by using separate Project activities, including but not limited to:

• All Work components, including management, administration, and Quality Assurance (QA) activities

• Vendor Milestones

• Interfaces with external entities pursuing or undertaking work with facility specific Design-Builder

• Design submittal requirements and other Deliverables (including WSDOT review time in accordance with the review cycles as outlined in Section 3.6 herein)

• Identification of planned dates of start of installation and start of testing

• Material and equipment procurement and delivery to the installation sites or storage locations

• Maintenance of Traffic (MOT) activities, whether performed by the Vendor or by a third party.

• Transition activities

• Software Development activities

Seasonal weather conditions shall be considered and included in the planning and scheduling of all Work to ensure completion of all Work within the Contract time.

The Vendor shall use standard and consistent Project activity identification numbers, textual descriptions, and codes in all Project Schedule submittals, in a manner acceptable to WSDOT. Each Project Schedule submittal shall be clearly identified.

3.3.4.1 Project Schedule

The Project Schedule shall show, in detail, the Vendor’s Work activities for the System. The Project

Schedule status shall be updated on a monthly basis and included within the Monthly Progress Report.

3.3.4.2 Project Schedule Updates

The Vendor shall submit proposed changes to the Project Schedule for WSDOT Approval when it is necessary to modify the Project Schedule to reflect changes to the Work sequences.

No changes to the Project Schedule shall be made without the Approval of WSDOT. Until WSDOT approves a change, all Project Schedule submittals shall be tracked against the previously approved

Project Schedule baseline. Accepted revisions shall be incorporated into the Project Schedule in the next

Monthly Progress Report.

Revised Project Schedule submittals shall include a narrative with a comprehensive listing of all Project activities added or deleted along with a complete listing of all logic and Project activity changes.

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Once the revised Project Schedule is approved by WSDOT, it shall become the Project Schedule of record. A baseline Project Schedule shall be created, and it shall be used as the basis for the next

Monthly Progress Report.

An electronic copy of the Project Schedule file used for the Monthly Progress Reports shall be submitted to WSDOT with the Monthly Progress Reports.

3.3.4.2.1 PROJECT SCHEDULE UPDATES (GREENFIELD PROJECTS)

For Greenfield Projects, the Vendor shall maintain progress towards Contract Milestones regardless of potential delays in roadway handover from the Design-Builder. Specifically:

• The Vendor shall identify and execute all Work that can proceed independently of the roadway handover.

• The Vendor shall develop and maintain a flexible work plan that allows for the continuation of non-impacted tasks and activities.

• The Vendor shall provide regular updates to WSDOT on:

− Work completed despite roadway access limitations

− Upcoming tasks that can proceed without impacting the overall Project timeline

− Potential risks and mitigation strategies related to Design-Builder delays

• The Vendor shall collaborate with WSDOT and the Design-Builder to identify alternative Work areas or tasks that can be advanced while awaiting full roadway access.

• The Vendor shall document any additional costs or schedule impacts resulting from Design-Builder delays for potential future change orders or time extensions.

• The Vendor shall not use Design-Builder delays as sole justification for failing to meet contractual obligations on non-impacted work items.

3.3.4.3 Eight-Week Look-Ahead Schedule

The Vendor shall provide on a weekly basis a day-by-day, eight-week look-ahead schedule for the RTS

Projects with a focus on the need for coordination with WSDOT and the RTS Design-Builder.

3.3.5 PROGRESS REPORTS

The Vendor shall be responsible for disseminating information through weekly status meetings and

Monthly Progress Reports throughout the Project.

3.3.5.1 Meetings and Coordination

Additional requirements related to coordination can be found in Section 3.4 herein.

3.3.6 ALL MEETINGS

The Vendor shall develop all meeting agendas for meetings called by the Vendor. Agendas shall be sent to invitees a minimum of two Business Days prior to meetings. The meetings described in this Section are

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Project management meetings. Design, Installation, Testing, and other coordination meetings are also required and are described herein. Appendix 2 includes a table summary of the required meetings.

The Vendor shall record notes of each meeting and distribute copies of the draft notes to attendees within five Business Days of the meeting for review and comment. The notes shall include a summary of issues discussed as well as decision and action items. WSDOT will return comments to the Vendor within five

Business Days of receipt of draft meeting notes, and the Vendor shall finalize notes within five Business

Days of receiving WSDOT comments. The Vendor shall be responsible for the distribution of finalized meeting notes to appropriate parties.

At a minimum, all meeting notes shall contain a complete list of attendees (including their affiliations, email addresses, and telephone numbers), descriptions of issues discussed, any decisions made, direction given, remaining open issues, and action items (including identification of the party responsible for the follow-up and the target date for resolution).

Internal meetings between the Vendor’s team members are excluded from this requirement.

3.3.6.1 Weekly Project Status Meetings

The Vendor shall meet with WSDOT, either in person or remotely, weekly upon NTP through System

Acceptance to discuss Project management status. If multiple Projects are active at one time, the Vendor may hold a combined meeting if approved by WSDOT.

3.3.6.2 Other Project Management Meetings

In addition to the weekly meetings, Vendor shall meet with WSDOT or its designee as needed to discuss

Project-related or long-term strategy issues. These meetings shall be held to discuss Work progress, outstanding issues, and planned Work. The Vendor and WSDOT will jointly develop the agenda for these meetings; however, the Vendor shall be responsible for the distribution of the agenda to the attendees.

The Vendor shall also take and distribute notes of the meetings. The Vendor and WSDOT will find a mutually agreeable location for these meetings.

3.3.7 MONTHLY PROGRESS REPORTS

Commencing in the first full month after issuance of NTP and every month thereafter through System

Acceptance, the Vendor shall submit a Monthly Progress Report for WSDOT's review. The Monthly

Progress Report shall include the currently approved Project Schedule.

The Monthly Progress Reports shall include, at a minimum, the following:

• Progress for the current period (previous month) for all Project activities including all agendas and notes from the month’s weekly status meetings

• Actual start and actual finish dates of Work, percentage complete, and days remaining for Work in progress

• All potential delays and problems, and their estimated effect on the Project Schedule and overall completion

• Status of coordination with related Projects

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• Plans for the next reporting period

• Submittals scheduled for the next reporting period

• Critical items graphical report for each Critical Path sorted by activity start date

• Eight-week look-ahead schedule

• Electronic copies of the current Project Schedule, in both native format and PDF, that includes reporting through the last day of the reporting month.

• The eight-week look-ahead schedule shall be generated to start on the last day of the reporting month.

WSDOT will review the Monthly Progress Reports for consistency with the Vendor’s current approved

Project Schedule and for conformance with the Contract. The Vendor shall correct any deficiencies and resubmit the revised Monthly Progress Reports. WSDOT will withhold payments from the Vendor until the

Monthly Progress Report changes have been made to the satisfaction of WSDOT.

The Monthly Progress Reports shall reflect updated progress to the status date, forecast finish dates for

Project activities in progress, and forecast dates for remaining Project activities. It shall otherwise contain no changes in Project activity durations, logic ties, or restraints without Approval from WSDOT. It shall also incorporate and fully specify all appropriate information from prior-approved Project Schedule.

3.3.8 MILESTONE INVOICES

The Vendor shall invoice WSDOT in accordance with the Milestone payments schedule, for Milestones achieved, but not more than one invoice per month unless approved by WSDOT. Payment requests shall be accompanied by the approved Monthly Progress Report(s), any required Deliverables, backup tabulations, and proof of progress. See the Contract for additional requirements of invoice contents.

3.3.9 SUBMITTALS

3.3.9.1 General

All submittals shall be submitted to WSDOT for review and comment. Comments submitted by WSDOT shall be addressed by the Vendor in accordance with Section 3.6 herein.

3.3.9.2 Correspondence and Other Documentation

At a minimum, the Vendor shall prepare and circulate electronic files to WSDOT of all correspondence, and other documents developed as a result of any and all communications.

3.3.9.3 Project Management Documents

The Vendor shall submit, at a minimum, the following documents:

• Project Management Plan and annual updates

• Program Management Plan and quarterly updates (Program and SOW Addenda)

• Quarterly Program Management Reports

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• Project Schedule and monthly updates

• Weekly status meeting agendas, updated eight-week look-ahead and notes

• Monthly Progress Reports

• Milestone invoices

3.4 Project Coordination with Other Contracts and Contractors

3.4.1 GENERAL

The Vendor shall coordinate the design and installation Work for the Project with designers and

Contractors working on other contracts, and in some cases including the respective facility Design-Builder

(Greenfield) or Incumbent Toll Vendor (Brownfield). This coordination shall begin immediately upon NTP.

Requirements related to coordination efforts can also be found in other Sections of this Appendix.

The Vendor shall be responsible for coordination with others as addressed in this Section. In addition, the

Vendor acknowledges that WSDOT may have awarded and/or plans to award contracts for installation and other work at or near the Project, and that other projects at or near the Project may be in various stages of design and installation. The Vendor shall fully cooperate and coordinate with such other contractors and projects and shall schedule and sequence the Work as reasonably necessary to accommodate the work of such other contractors and projects. Further, the Vendor shall conduct its Work and perform its obligations under the Contract Documents without unreasonably interfering with or hindering the progress or completion of the Work being performed by other contractors or of the work relating to such other projects. See other Sections of this Appendix for additional coordination requirements.

3.4.2 PROJECTS IN THE VICINITY

It is anticipated that different local and regional agency projects could occur within the immediate vicinity of, or at the same time, as the RTS Project implementation. For specific projects in the vicinity, please refer to the respective facility SOW. Projects other than those listed may also occur in the vicinity.

3.4.3 COORDINATION AND CORRESPONDENCE

3.4.3.1 Project Kickoff Meeting

The Vendor shall organize a Project kickoff meeting with the participation of WSDOT. The Vendor and

WSDOT shall cooperatively coordinate and moderate the meeting. The Vendor shall provide the agenda for WSDOT review and comment prior to sending invitations. The purpose of the meeting shall include but not be limited to:

• Review the overall Project design as based on the Vendor’s proposal and WSDOT requirements.

• Review key aspects of the PMP, Project organizational chart, Key Project Roles and Subcontractors, preliminary traffic impacts, Software Development Plan, the Quality Management Plan (QMP), and the baseline Project Schedule.

• Review of respective facility Design-Builder (Greenfield).

• Review of transition consideration and coordination needs with the Incumbent Toll Vendor

(Brownfield).

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• Review the preliminary System Requirements Compliance Matrix and discuss any exceptions.

The Vendor shall develop and deliver a presentation and any documentation to support the review of aspects of the Work to be performed by the Vendor. The agenda and presentation materials shall be available for WSDOT review and comment two (2) weeks prior to the scheduled kickoff meeting.

3.4.3.2 Project Infrastructure Coordination Meeting (Greenfield Project)

The Design-Builder’s Toll System Coordinator shall organize a Project Infrastructure Coordination meeting with the participation of WSDOT and the Vendor. The Design-Builder and WSDOT shall cooperatively coordinate and moderate the meetings, and the Vendor is expected to actively participate.

The Design-Builder’s Toll System Coordinator shall provide the agenda for WSDOT review and comment prior to sending invitations. The purpose of the meetings shall include but not be limited to:

• Introductions of key personnel of the Vendor, WSDOT, and the Design-Builder

• Early Project coordination with the Design-Builder key personnel and the Vendor

• Review of Design-Build Contract schedule.

• Infrastructure checklist updates

• Design and installation discussions, including RFIs, Notices of Design Changes (NDCs), and Field

Design Changes (FDCs)

• MOT coordination

This meeting shall be held weekly, bi-weekly or monthly depending on the phase of the Project. During the installation and testing phases leading up to Toll Commencement, meetings shall be weekly. The

Vendor shall attend task force meetings chaired by the respective facility Design-Builder on a periodic basis when requested in order to address design and installation issues associated with the Toll Systems, including but not limited to MOT, signing, pavement marking, power, ITS, channelization, Toll Equipment, and Toll Gantries.

3.4.3.3 Project Coordination Meetings

The Vendor shall establish, within 60 Calendar days after NTP, bi-weekly Project coordination meetings between WSDOT personnel and Contractors (as required) for design and installation coordination. The

Vendor shall lead the weekly Project coordination meetings. At the request of WSDOT, the frequency of these meetings will be weekly instead of bi-weekly.

The weekly meetings shall include discussions regarding MOT, upcoming installation, and design issues relative to adjacent WSDOT Projects.