ESBD_560137_1789679140818_02. Statement of Work.pdf

STATEMENT OF WORK

TxDOT 208-41-54497 Dated: September 2026

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TopoDOT LiDAR PROCESSING SOFTWARE

1. REQUIREMENTS: This SOW is to provide TopoDOT LiDAR Processing Software Licenses, ongoing maintenance, and support services to ensure the software remains functional, secure and up to date.

1.1. FUNCTIONAL SPECIFICATIONS: TopoDOT LiDAR Processing Software is an advanced software solution designed for extracting topographic information from mobile mapping, point cloud and imagery data. It leverages automation, Artificial Intelligence, and machine learning to accelerate feature extraction and streamline workflows, while keeping expert users in control of quality and decision-making. This “human-in-the-loop” approach ensures accuracy and consistency for transportation infrastructure applications, and works as a plug-in into Bentley OpenRoads Designer.

1.2. INSTALLATION AND CONFIGURATION: Vendor must perform all installation, initial setup, and configuration tasks required to deliver a final product that has been piloted, tested and is fully functional for TxDOT users. Tasks may include, but are not limited to the following:

1.2.1. Installation/Initial Workspace Setup

1.2.1.1. Load TopoDOT plugin inside Bentley OpenRoads Designer.

1.2.1.1.1. TxDOT to use this solution as a plugin for the Bentley OpenRoads Designer/MicroStation environment and the applicable Bentley project files and performance settings.

1.2.1.2. Configure Units (feet/meters), coordinate system, and drawing templates.

1.2.1.3. Data Storage Setup:

1.2.1.3.1. LiDAR data

1.2.1.3.2. Output deliverables

1.2.1.4. Performance Settings:

1.2.1.4.1. Set point cloud cache location (SSD)

1.2.1.4.2. Adjust memory settings

1.2.1.4.3. Enable multi-threading where available

1.2.2. Configuration:

1.2.2.1. TopoShare allows sharing LiDAR project data via cloud storage.

1.2.2.2. Configure credentials in TopoShare dashboard

1.2.2.3. Upload project datasets

1.2.2.4. Generate:

1.2.2.4.1. Secure URLs and access permissions.

1.2.2.5. Features to include:

1.2.2.5.1. Unlimited sharing links

1.2.2.5.2. Multiple users

1.2.2.5.3. Web-based dashboard access

1.3. SYSTEM REQUIREMENTS: Vendor must specify the method that will be used to deliver the software, login requirements, special system requirements or other requirements to ensure software is fully functional within the TxDOT environment.

Dated: September 2026

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1.4. WARRANTY: Vendor must specify the Publisher’s standard warranty, maintenance and support period and service levels including any limitations.

1.5. MAINTENANCE AND SUPPORT: Vendor must:

Provide standard product maintenance and support services included with the standard license such as annual updates, patches and fixes needed to improve functionality and keep the software in working order.

Propose additional or enhanced maintenance and support plan options if available. TxDOT will select the level of maintenance and support needed.

Reference Pricing Schedule.

Follow agreed upon patching/upgrade process.

Provide support documentation, to include but not limited to: Support Policies, FAQ’s, Support SLA’s, Online Guides.

Provide web-based training.

Provide access to TopoDOT University learning resources.

Provide license upgrades (ongoing and improvements).

Provide technical support.

1.6. DELIVERABLES:

Valid software licenses.

TopoShare Enterprise Platform.

Training services.

Maintenance and support services.

1.7. ACCEPTANCE CRITERIA:

1.7.1. Five (5) Enterprise 1000 perpetual licenses delivered and activated successfully on TxDOT approved endpoints.

1.7.2. Vendor provides license file validity and expiration terms.

1.8. TRAINING: Vendor must provide standard web-based functional and system user training along with comprehensive documentation, including methods of delivery, at no additional cost.

NOTE: Vendor must not invoice, and TxDOT will not pay for, any additional charges associated with training such as travel costs, per diem expenses or other out-of-pocket expenditures.

2. ADDITIONAL IT REQUIREMENTS: Licenses, maintenance and support provided must comply with the requirements in the following attachments:

2.1. Artificial Intelligence: Vendor must provide a detailed explanation of all Artificial

Intelligence (AI), if applicable in accordance with SOW Attachment A.

3. DEFINITIONS OF TERMS AND ACRONYMS

3.1. Contract – Any Purchase Order (PO) or Blanket Purchase Order (BPO) resulting from this solicitation as listed in the Order of Precedence in the resulting PO or

BPO.

3.2. ITD – Information Technology Division.

3.3. POC – Point-of-contact.

3.4. TxDOT – Texas Department of Transportation.

Dated: September 2026

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4. APPLICABLE LAWS AND STANDARDS: Not applicable.

5. CURRENT ENVIRONMENT: Not applicable.

6. PRICING: Must be based on the Pricing Schedule.

7. ADDITIONAL INVOICING INSTRUCTIONS:

7.1. Prior to submitting the invoice, the vendor must submit, via email, documentation validating the invoice charges to the designated TxDOT representative to include, but not be limited to:

7.17.1. Hosting/Maintenance/Support service dates.

8. CONTRACT REMEDIES: Not applicable.

9. CONTRACT ADMINISTRATION: Administration of the contract is a joint responsibility of the TxDOT contract manager and TxDOT purchasing staff. Purchasing staff will be responsible for administering the contractual business relationship with the vendor.

9.1. Any proposed changes to work to be performed, whether initiated by TxDOT or the vendor, must receive final written approval in the form of a Purchase Order Change Notice signed by the authorized TxDOT purchasing agent.

9.2. Upon issuance of contract, TxDOT will designate an individual to serve as the contract manager and point of contact between the agency and the vendor. The contract manager does not have any express or implied authority to vary the terms of the contract, amend the contract in any way, or waive strict performance of the terms or conditions of the contract. This individual’s contract management responsibilities include, but are not limited to:

9.2.1. Monitoring the vendor’s progress and performance and ensuring services conform to established specification requirements.

9.2.2. Managing the financial aspects of the contract including approval of payments.

9.2.3. Meeting with the vendor as needed to review progress, discuss problems, and consider necessary action.

9.2.4. Coordinate access to TxDOT facilities, systems, and staff required to facilitate the work.

9.2.5. Other areas as identified by the State of Texas Procurement and Contract Management Guide version 4.0.

Dated: September 2026

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Artificial Intelligence – Attachment A

1. Artificial Intelligence: Vendor must provide a detailed explanation of all Artificial Intelligence (AI), whether proprietary or publicly available, that may be used in the delivery of technology solutions and/or services. This explanation must include, but is not limited to, the following:

1.1. The specific actions and outputs generated by the AI (decisions/output).

1.2. A description of what the AI functionality recommends, decides, documents, reports, or affects when deployed.

1.3. An overview of how the AI functionality is utilized within the solution.

1.4. Clarification on whether the AI functionality is optional or mandatory.

1.5. Information on the presence of Human-in-the-loop (HITL) involvement.

1.6. The types of data being utilized by the AI.

1.7. The classification and categorization of the data being used.

1.8. Details on the handling of data, including if it is being transferred outside of TxDOT, used to train an AI model, etc.

1.9. Measures taken to mitigate biases and hallucinations within the AI model.

1.10. An assessment of the reliability of the AI algorithms and models deployed.

1.11. Strategies for handling unexpected inputs and edge cases.

During the term of the contract, if any changes occur where new AI will be introduced or the AI functionality originally submitted by the vendor will change. The vendor must send notification a minimum of 45 days prior to implementing any changes to existing or new AI functionality to TxDOT for review by TxDOT to ensure compliance with TxDOT’s policy for Acceptable Artificial Intelligence. TxDOT reserves right to cancel the contract without penalty if any AI functionality will not comply with TxDOT’s policy for Acceptable Artificial Intelligence.

Artificial Intelligence is defined as:

Artificial Intelligence (AI) – A machine-based system that can, for a given set of human-defined objectives, make predictions, recommendations, or decisions influencing real or virtual environments.

Artificial Intelligence (AI) System– Any application that contains an AI component regardless of size or usage.

Information Resources Technologies (IRT) – Data processing and telecommunications hardware, software, services, supplies, personnel, facility resources, maintenance, and training. [Source: Texas Government Code, Chapter 2054.003].

Human-in-the-Loop (HITL) decision making – Human-in-the-loop decision making involves a human decision-maker working in tandem with AI to improve decision making

Dated: September 2026

2 - 2 outcomes. In HITL systems, the AI system provides input, recommendations, or predictions that the human decision-maker evaluates and approves or rejects.