Exhibit_A_Scope_of_Services.pdf

Exhibit A

RFP/CCNA 26-18SS

EXHIBIT A Advanced Traffic Management System Design Continuing Services

Scope of Work

A. BACKGROUND

The City of Sarasota, Florida (City), is seeking registered and qualified professional Engineers to provide usual and customary engineering services for the Regional Advanced Traffic Management System (ATMS) on an “as needed” basis. The solicitation processes and contracted services under any resulting contract(s) shall be in accordance with Florida Statute 287.055, the Consultant’s Competitive Negotiation Act (CCNA) and, as applicable, conform to 2 CRF Part 200 Uniform Administrative Requirements for federally funded projects.

• The Sarasota ATMS project produced a highly successful, fully functional ATMS for all corridors in the City of Sarasota, and Sarasota County. The ATMS system and related installation and construction services will be procured separately, with support from the selected Consultant.

• The project will also include installation of fiber communication in coordination with the City Information Technology, Neighborhood and Development Services, Parking, and Public Works Departments, and may also include coordination with additional City Departments, Sarasota County, and Manatee County.

The City intends to make multiple awards to a library (pool) of qualified engineering firms.

The resulting contract(s) will be for continuing services. Projects and specific scopes of work for the given project or task will be assigned on an as-needed basis and the firm selected for each will be determined at the sole discretion of the City based upon the needed expertise, schedule, and other factors.

Projects may have multiple funding sources to include, but not limited to:

1. City funding

2. Federal Emergency Management Agency (FEMA) Grants

The contracted supplier (hereinafter in this Scope of Work referred to as Consultant) shall provide all personnel, travel, software, equipment, and supplies to provide signalization services for the design and construction of the designated project(s), which shall include, but not be limited to, attending conferences related to an assigned project, consultation, preparation of preliminary studies, preparing working drawings and specifications, preparing scale and detail drawings, cost estimates, drafting forms of proposals, space planning assistance, and analysis services.

Under the requirements of CCNA, projects and tasks will be restricted to those where the construction costs do not exceed $7,500,000, with planning and study activities not to exceed $500,000. As of July 1, 2025, the above threshold amount for construction costs will be adjusted annually based on the Bureau of Labor Statistics Consumer Price Index (CPI) for All Urban Consumers.

B. DESCRIPTION

• ATMS portion: The Florida Department of Transportation (FDOT) in conjunction with

Sarasota County, Manatee County, the City of Bradenton, and the City of Sarasota participated in the preparation of the comprehensive Sarasota-Manatee Advanced Traffic Management System Master Plan and Conceptual Design Report in July 2004, with the most recent Congestion Management Process (CMP) update completed in 2024 (https://www.mympo.org/our-work/mpo-plans/cmp). The City is tied in with the other entities’ systems and responsible for invoicing, payments, and maintaining the City’s systems. This report identifies the stakeholders’ Intelligent Transportation System (ITS) “User Needs” and applicable regional ITS architecture “User Services”. It outlines an ITS framework that addresses the Logical and Physical Architectural requirements of the Sarasota-Manatee Regional ATMS. It also includes a High-Level Conceptual Design and Implementation Plan. The selected Consultant shall utilize this report in updating the master Systems Engineering Management Plan (SEMP) document and as the basis for completion of the overall project. Attached in the TMC operation manual, however, the operations of this center are undergoing a transition and the firm selected will also help the city with managing this transition.

The FDOT is working on a Transportation System Management and Operations (TSM&O) plan through the MPO, and the selected firm will need to understand current TSM&O concepts and practices.

• Facilities Portion: The City of Sarasota has started the process of connecting City buildings with a fiber communication system, and the Consultant will design a fiber connectivity plan to connect several additional City facilities on an as needed basis.

o The connecting of these buildings, lift stations and other facilities may be designed and bid as one project or they may be done separately.

• Signal Improvements: Improvements to our signal systems as part of the ATMS system upgrades or standalone improvements are also to be considered as a part of this work effort. These improvements include such items as Span Wire to Mast Arm Conversion, the addition of pedestrian signals or installation of new traffic signals as needed.

https://www.mympo.org/our-work/mpo-plans/cmp

C. CONTRACT TERM

The term of any contract resulting from this solicitation shall be a multiple-year contract to one or more firms for three (3) years with the option to renew for up to two (2) additional one- year renewals upon mutual agreement.

D. SPECIFICATIONS

1) Coordination

a. The Consultant is required to coordinate with all agencies involved in or affected by the implementation of this project. The list of agencies includes, but is not limited to:

i. FDOT District 1

ii. Sarasota County and Breeze Transit

iii. Other local agencies in the Sarasota/Manatee area

iv. FDOT Central Office

v. FHWA Sarasota/Manatee Metropolitan Planning Organization (MPO)

2) Coordination with Manatee County ATMS Project Manatee County and the City of Bradenton are currently in the process of installing a new ATMS (under a separate contract). In conjunction with the City of Sarasota staff, the Consultant shall facilitate coordination of all design and integration efforts of the Sarasota Regional ATMS project with the Manatee County ATMS project and appropriate agencies. The Consultant shall ensure that both Counties’ systems are compatible and interoperable.

3) Coordination with Breeze Transit and Emergency Management

a. Breeze Transit (formerly Sarasota County Area Transit-SCAT) intends to implement an Intelligent Transportation System (ITS) to improve efficiency, safety, and security of the transit system (under a separate contract). In conjunction with the City of Sarasota staff, the Consultant shall coordinate all design and integration efforts of the Sarasota Regional ATMS project with the Breeze Transit ITS project and appropriate representatives for all regional roadways and corridors that apply to the Sarasota ATMS project. Specifically, the Sarasota ATMS project must provide the following technology to address Breeze Transit’s ITS goals:

i. Transit Priority system to improve bus service reliability.

ii. Live Traffic Video feeds to the Breeze Transit Mobility Coordination

Center (MCC) for bus route optimization during traffic incidents and emergency evacuation.

iii. The Consultant, in conjunction with City of Sarasota staff, shall also coordinate all design and integration efforts of the Sarasota Regional

ATMS project with Emergency Management representatives for all regional roadways and corridors that apply to the Sarasota ATMS project. Specifically, the Sarasota Regional ATMS project may include the following technology to address Emergency Management’s ITS goals:

1. Emergency Vehicle Preemption system to improve response time.

2. Live Traffic Video feeds to the Sarasota Emergency Operations Center (EOC) located at 6050 Porter Way, Sarasota, FL 34232 to assist in managing incidents and emergency evacuation.

4) Coordination with Other Infrastructure projects

In conjunction with City of Sarasota staff, the Consultant shall coordinate with other infrastructure projects that are currently in design or scheduled for construction in all jurisdictions in the City of Sarasota. The Consultant shall identify opportunities as well as project overlaps to provide acceptable infrastructure for the Sarasota Regional ATMS project. This may include, but not limited to new cabinet, controller, conduits, communication cable, pull boxes, and the like.

5) Central Level Design This task includes design of the central components of the ATMS such as the Traffic Management Center and the Central ATMS software and hardware.

6) Traffic Management Center The Sarasota Regional ATMS project must be designed with the goal of being interoperable from the Regional Traffic Management Center (RTMC) in Manatee County. The project will also provide direct connectivity to other jurisdictions in the City of Sarasota. This will allow sharing of data, audio and video as well as other operational elements mutually beneficial to participating agencies.

7) Central ATMS Software and Hardware

a. Central ATMS Software

i. The Central ATMS software will include ATMS Software, System Detection Network software and Incident Management software. It is the City’s intent to provide a Central ATMS software that will ensure a unified and interoperable Regional Advanced Traffic Management System.

b. Central ATMS Hardware

i. The Central ATMS hardware will include ATMS servers and Central Communications hardware. The Consultant shall review the standard specifications of the existing servers to ensure that they are fully capable of performing all the ATMS functions. The Sarasota ATMS project may deploy a new, dedicated fiber optic Gigabit Ethernet (Gig- E) communications network. The communications network will utilize the Gig-E network to connect to the localized field hub locations. The Consultant shall be responsible for design details and technical provisions of the Central Communications system to ensure that data, audio and video will be transmitted between each field device and the RTMC in Manatee County and the City of Sarasota.

ii. The Consultant shall also provide communications system for direct connectivity to the Regional Traffic Management Center (RTMC) in Manatee County and possibly also provide to TMC’s in other jurisdictions in Sarasota County. This network allows center-to-center communications for sharing of data, audio and video between these centers.

8) Corridor Level Design

a. The Sarasota Regional ATMS project intends to deploy all the ATMS field devices on a corridor-by-corridor basis. This task includes designing, procuring, integrating, testing, and documenting all the ATMS field devices for each individual corridor. This will provide ample opportunities for testing the ATMS equipment in the field and at the same time allow hands-on training to the signal technicians in all jurisdictions in Sarasota County. The ATMS field devices will include, but are not limited to:

i. Corridor Traffic Signal System Infrastructure

ii. Corridor CCTV Monitoring System

iii. Corridor Communications Network

iv. Corridor Standards Conformance Upgrades

b. The Consultant shall prepare construction plans, technical specifications, special provisions and construction cost estimates for all ATMS subsystems in each individual corridor. This includes survey, geotechnical investigation, acquisition of required permits, utility coordination, and procurement of all corridor ATMS subsystems.

c. The Consultant shall design, test, and document all the ATMS devices for each individual corridor. It is anticipated that the Consultant will be expected to provide Construction Engineering and Inspection (CEI) services during the integration of the field equipment.

9) Corridor Traffic Signal System Infrastructure

a. Sarasota Regional ATMS project will deploy, on a corridor-by-corridor basis, a new computerized traffic signal system in all jurisdictions in Sarasota County.

This will include installing new state-of-the-art NEMA (National Electrical Manufacturer’s Association) TS2 Type 1 controllers at all intersections. The existing cabinet, cabinet foundations, and technician pads will be utilized wherever feasible. Existing Cabinets unsuitable for integration with this project will be replaced with cabinets meeting FDOT and local agency standards.

b. The Consultant shall design, test, and document a traffic signal system for each individual corridor. It is anticipated that the Consultant will be expected to provide CEI services during the construction and integration of the field equipment. The field components for each corridor will include, but not be limited to, controllers, cabinets, controller support hardware, cabinet foundations, communications paths (conduit and fiber optic locations), detection devices, and all other related subsystem components. The controller and the selected local software shall be 100% compatible and operational with the central ATMS software, Adaptive Signal Control (ASC), Traffic Responsive (TRSP) control, communications system, and other ATMS field devices. The local software shall adhere to open architecture standards including the National Transportation Communications for ITS Protocol

(NTCIP).

10) Corridor Communications Network

a. The Sarasota Regional ATMS project may deploy, on a corridor-by-corridor basis, a fiber optic network utilizing Internet Protocol (IP) over Gigabit Ethernet (Gig-E) in all jurisdictions in Sarasota County. The network will integrate all the ATMS field devices with the centralized TMC hardware and software located in Sarasota County. It will also provide communications to RTMC in Manatee County and TMS’s in other jurisdictions in Sarasota County. The network shall allow center-to-center communications for sharing data, audio and video between these centers. A Network Management System (NMS) will be integrated to operate and maintain the network.

b. The Consultant shall design, test, and document a communications network and equipment for each individual corridor. It is anticipated that the Consultant will be expected to provide CEI services during the integration of the field equipment. The communications network shall deploy at a minimum single-mode fiber optic cable for trunk lines, distribution links and drop cables to cabinets. Wireless networks may be used in conjunction with fiber at approved locations. Also, new conduits and pull boxes required shall adhere to FDOT and local agency standards. The design shall be based upon the Conceptual ATMS Design recommended in the Sarasota-manatee Advances Traffic Management System Master Plan & Conceptual Design document. A core switch will be implemented at TMC in Sarasota County to centralize all ATMS communications. The communication network will utilize the Gig-E network to connect to the localized field hub locations. These hub sites will act as aggregation points for edge switched located at each of the field device locations. All field communications equipment shall adhere to the latest version of the FDOT’s ITS Standard Specifications.

c. The City has an extensive fiber optic and twisted pair copper network existing throughout the County. The Consultant shall test the existing network for continuity and identify opportunities to use this network wherever feasible within a corridor

11) Estimation of Construction Costs

a. The Consultant shall prepare an estimation of project cost, on a corridor-by-corridor basis, for the construction or installation, as appropriate, of all ATMS field devices. The cost shall include, but not be limited to, individual equipment cost estimate for each pay item, rationale and basis for the estimated cost of all items, and total cost estimate for each individual corridor. The total cost estimate shall include such items as estimated for the installation cost, Construction Engineering and Inspection (CEI), Systems Integration and systems Testing services for each individual corridor.

b. The Consultant shall use established FDOT pay item numbers wherever possible.

c. The Consultant shall also utilize equipment found on FDOT’s approved products list whenever possible. The Consultant shall provide a recommended construction time estimate for field construction, integration, and acceptance testing for each corridor.

12) Procurement & Construction Contract Package

a. The Consultant shall be responsible for preparing one or more procurement packages for the system or individually for multiple building facilities, thereby enabling the City of Sarasota to procure materials for each individual corridor of facility.

b. The Consultant shall also be responsible for preparing construction bid packages for projects using the City’s format and standards. The overall project schedule developed by the Consultant for the staged procurement and installation of the system shall be indicative of the number and scope of the procurement packages required.

13) Systems Integration and Testing The Consultant shall provide systems testing services with no direct management and control authority over the Contractor, with the exception that of which the City of Sarasota deems appropriate to grant the Consultant.

It is anticipated that the Consultant will be expected to provide CEI services during the integration of the field equipment.

14) Systems Integration It is anticipated that the Consultant will be expected to provide CEI services during the integration of the field equipment. The Consultant shall be responsible for testing and inspection services of the various ATMS field devices such as traffic controllers, Adaptive Signal Control System, advance vehicle detectors, etc., with the Traffic Management System (TMC) hardware and software located in the City of Sarasota. This includes providing technical assistance, resolving conflicts between hardware and software and coordinating with the contractors to ensure that the equipment and software is fully integrated.

15) Systems Testing

a. The Consultant shall provide or develop system testing and acceptance procedures and be responsible for conducting and documenting test results for all the ATMS field devices. The Consultant shall provide testing procedures to the City of Sarasota and/or other jurisdictions in Sarasota County for review and approval.

b. All equipment and systems shall be tested to ensure that the equipment is functioning as expected and is installed properly. The Consultant shall address issues relating to warranty requirements during system testing, to obtain any appropriate warranties.

c. Testing of the equipment and system shall include:

i. Proof of Concept Test – Prior to the City commencing with equipment procurement, the Consultant shall plan and execute a Proof-of- Concept test. The test shall demonstrate interoperability and overall effectiveness of the proposed system configuration and appropriateness of selected devices. The test shall include, but not be limited to, central software, traffic controllers, assemblies, advance vehicle detectors, communication network, cabinet, and the like. The Consultant shall incur the costs for the Proof-of-Concept Test hardware, support equipment and all other incidentals associated with the test. The test equipment may be used for formal integration following the Proof-of-Concept test.

ii. Pre-deployment Test – Prior to furnishing the equipment to the Contractor, the Consultant shall conduct an operational test on all the equipment. All equipment shall meet FDOT’s OTS standard specifications.

iii. Standalone Test – Following the field installation, but prior to connection with rest of the system, the Consultant shall perform a Standalone Test on the equipment. The stand-alone (non-network) equipment shall demonstrate compliance with applicable standards and specifications.

iv. Subsystem Test – After completion of the field installation, the

Consultant shall perform tests for each individual corridor subsystem.

This will include reviewing system acceptance test results for, but not limited to, advanced vehicle detection devices, communication network, etc., to ensure that each subsystem has been installed and integrated properly. The test shall demonstrate full control of the ATMS field devices from the TMC in the City of Sarasota using the fiber optic communication network. It shall also demonstrate direct connectivity with RTMC in Manatee County. In addition, the Consultant shall demonstrate the various functionalities including local/remote trouble shooting/diagnostics of the equipment.

v. Burn-In period – Upon successful completion of the subsystem test and the declaration of Conditional Acceptance of the subsystem, a burn-in period shall commence for all the equipment. The Consultant shall be responsible for monitoring all communications equipment, system software and field devices periodically during the burn-in period. Daily logs of system tests shall be reviewed to determine if the system operation is satisfactory. Copies of the daily logs shall be provided to the City and/or appropriate agency.

vi. Final Acceptance – After completion of the burn-in period, a final inspection of each individual corridor subsystem will be conducted by the City of Sarasota in the presence of the Consultant. Final acceptance will be made after all the required submittals; testing, training, documentation and warranty items have been successfully completed. All “As-built” plans and documents shall be submitted to the City of Sarasota and/or appropriate agency at the time of Final Acceptance. Notification of Final Acceptance for each individual corridor subsystem will be in writing from the City and/or appropriate agency.

16) Documentation

a. Work Product Ownership and Delivery: All materials produced under this Scope of Work, including, but not limited to documents, reports, memoranda, datasets, spreadsheets, GIS files (geodatabases, shapefiles), CAD files, surveying files, models, calculations, maps, graphics, renderings, photos, presentations, correspondence, meeting materials, and any other digital or physical work products, are the property of the City of Sarasota. The Consultant shall provide the City with a complete and organized package of all final work products, source files, and supporting materials upon completion of the work or upon request. Delivery shall be made in formats approved by the City. If the City does not receive the complete package or required materials, the City may withhold final payment until all required work products have been submitted.

b. The Consultant shall create an inventory and catalog all ATMS equipment procured for completion of the Sarasota Regional ATMS project and installed in the field by the Contractor.

c. The Consultant shall coordinate with the City, which may include Operations and Maintenance, Capital Assets, and Traffic Engineering to collect all the inventory data.

d. In addition, the Consultant shall provide complete documentation of all the ATMS equipment proposed in this project to the City of Sarasota. The documentation shall include at a minimum:

i. Catalog cut sheets

ii. Installation procedures

iii. User manuals

iv. Maintenance manuals

v. Software manuals

vi. Warranty documentation

vii. Contact information

e. Quality Assurance/Quality Control: The Consultant shall be responsible for ensuring that all work products conform to Florida Statutes and follows standards and criteria in conformance with City of Sarasota and Florida Department of Transportation (if applicable). This shall be accomplished through an internal quality control process performed by the Consultant.

f. Project Schedule: The Consultant will prepare and submit a detailed project schedule identifying major tasks, their durations, and tasks relationships. The Consultant is responsible for keeping the schedule up to date. The beginning date of the services shall be the date of authorization for this work order. Any changes to the schedule necessitated by circumstances outside the Consultant’s control will be coordinated with the City's Project Manager.

g. Progress Reporting and Invoicing: The Consultant shall meet with the City, at a minimum, on a monthly basis and provide written progress reports that describe the work performed for each task. The Consultant shall submit a draft invoice package to the City’s Project Manager for approval before submitting the final invoice package. The final invoice package shall include one digital copy of each invoice, progress report, and project schedule. All copies of the invoice must be originally signed. Determination of whether sufficient work has been performed will be made by the City’s Project Manager.

h. Draft and Final Report: A draft report shall be circulated to all study participants for review. The Consultant shall compile comments and incorporate them into the final report. The final report shall include an executive summary outlining the study process, methodologies, selection of the preferred alternative, conclusions, and public involvement activities. (If applicable)

i. Records Retention: The Consultant shall maintain all records, data, correspondence, design files, cost estimates, reports, and other documentation related to this Program in accordance with the Florida Public Records Law (Chapter 119, Florida Statutes) and all applicable State of Florida General Records Schedules for state and local agencies.

j. Records shall be preserved for the period required under the applicable retention schedules or until any audits, claims, or litigation involving such records have been resolved, whichever occurs later.

k. All records shall be organized and stored in a manner that ensures accessibility, protection against loss or damage, and timely retrieval upon request by the City. Upon project close-out, the Consultant shall provide the City with a complete electronic archive of project records in a format approved by the City.

l. Disclosure of Artificial Intelligence (AI) Systems: If AI systems are used, they shall be used in a support function and shall be disclosed when and how they are used. No work shall be accepted, and therefore no payment shall be made, if AI is reasonably suspected to have been used without such prior disclosure.

m. Budget: This work will be completed as a lump sum task order and must be invoiced by deliverable, as stipulated in the Cost Summary.

17) Construction Engineering and Inspection Services

a. The Consultant may be requested to perform Construction Engineering and Inspection (CIE) services to assist the City of Sarasota in the construction phase of the Sarasota ATMS and Facilities project. The CEI Services will be performed only upon written authorization from the City.