EXHIBIT A SCOPE OF SERVICES.pdf

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EXHIBIT “A”

SCOPE OF SERVICES

DISTRICT-WIDE MAINTENANCE RATING PROGRAM (MRP), SIGN,

GUARDRAIL, BOARDWALK AND ATTENUATOR INSPECTION AND

INVENTORY SUPPORT SERVICES

I. OBJECTIVE

The Vendor will perform duties associated with conducting Maintenance Rating Program (MRP) evaluations, E-Maintenance functions, and required inspections and inventory of guardrails, single and multi-post signs, and attenuators. The Vendor will prepare inspection/inventory reports utilizing Department prepared forms and submit them to the Department for review, remedial action and input into applicable computer database programs. The MRP evaluation is required District-Wide (Hernando, Hillsborough, Citrus, Pasco, and Pinellas). The Department is currently in the process of transitioning to a paperless “E-maintenance” environment. The Vendor is required to perform E-Maintenance processes and utilize specific forms and or applications as they are developed for the purpose of transitioning to paperless E-Maintenance. As the transition progresses, the Vendor will be expected to conform to these requirements as they are established. The collection of attenuator inventory data, guardrail approach terminal inventory data, MRP data, and photos for identification shall be collected for this purpose.

This scope involves the quality control of the MRP done by Asset Maintenance Contracts in District Seven; therefore, Vendors working under these contracts (prime or sub) may not work under the contract due to a conflict of interest. The awarded Vendor must cancel any such asset maintenance (AM) work prior to the execution of this contract.

II. SERVICES TO BE PROVIDED BY VENDOR

The Vendor shall immediately bring to the Department’s attention any deficiencies discovered during the individual inspections/inventories. The Vendor will furnish all labor, transportation, equipment, maintenance of traffic and incidentals required to perform any of the following tasks:

A. MAINTENANCE RATING PROGRAM EVALUATIONS

The Vendor will use the criteria established in the Department’s MRP to evaluate the level of maintenance attained by the Department along sample sections of state roadways.

The requirements and criteria for the MRP are found in the Roadway and Roadside Maintenance Procedure (Procedure Number 850-000-015)

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Maintenance Rating Program Handbook, the Maintenance Rating Program Procedure (Procedure Number 850-065-002) and the Maintenance Rating Program Handbook Procedural Document Library.

The Vendor will perform the MRP evaluations three times per year for each Operations Center (Pinellas, Tampa, and Brooksville). The Vendor will have eight weeks to complete the evaluation upon receipt of the evaluation locations from the Departments Contract Manager. The MRP evaluations will be performed using the criteria in the MRP Handbook. The Vendor will certify the accuracy of each MRP rating to the Departments Contract Manager.

The Vendor will give all the coding sheets from the MRP evaluation to the Department, a minimum of one week prior to the end of the rating period.

The Vendor will give the Department an electronic copy in addition to the hard copy that will assist the Department in loading information into the Department’s database. The Department is responsible for evaluating the level of maintenance that local governments attain on the Federal Aid Secondary System. This requires the Vendor to perform a MRP evaluation on at least one section of a local government-maintained roadway within each county located within District 7. The same evaluation criteria will apply to these roadways and completed coding sheets are to be submitted to the Department.

The Department is currently in the process of transitioning to a paperless MRP application for use with electronic devices. Once implemented all MRP inspections will be completed using the new application and be submitted electronically. This transition is expected to occur during the life of this contract.

Upon the Department’s request, the Vendor will perform MRP studies on selected MRP characteristics during the MRP period evaluations. These studies will require the Vendor to rate selected characteristics based on current and proposed MRP criteria. If studies are to be performed during the standard MRP inspection cycle, no additional mobilization will be required for these studies. If there is a special request for an MRP study outside the standard MRP inspection cycle, mobilization will be considered.

Coding sheets and a report for each characteristic being evaluated are to be submitted to the Department.

Once a year the Department conducts a training workshop in which MRP teams from every District are present to be updated on current MRP issues and evaluated for consistency in their MRP rating gathering efforts. The Vendor’s MRP Team will be expected to be present at this workshop and participate in its activities. No additional compensation will be given to the Vendor for attendance at this training.

https://www.fdot.gov/maintenance/maintratingprogram.shtm https://pdl.fdot.gov/Procedures

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B. GUARDRAIL INSPECTIONS AND INVENTORY

The Vendor will use the criteria established in the Department’s Guardrail and Inspection Maintenance Procedure (Topic Number 850-050-003) and the Guardrail Inspection Guide located at https://www.fdot.gov/maintenance/rdwy/guardrail-inspection-guide to evaluate and inspect guardrail systems along State Roadways. Each system must be inspected every two years. All interstates, Pinellas County and Citrus County are excluded.

A report utilizing Department prepared forms shall be completed for each system inspected and shall be submitted to the Department for review and approval. The Vendor shall input data into the Inspection Report Form (850- 050-03) including the Global Positioning System (GPS) reading for each location. The Vendor is required to bring to the Department’s attention any deficiencies discovered during the inspection within 24 hours of the finding.

Guardrail application for use with electronic devices. Once implemented all guardrail inspections will be completed using the new application and be submitted electronically. In addition, all inspectors performing guardrail and crash cushion inspections for the Department will be required to complete certification training and successfully pass a certification exam. Re-certification will be required every two years. This transition is expected to occur during the life of this contract.

The Vendor shall provide inventory data collection of guardrails Districtwide, in electronic form acceptable to the Department, every two years. The inventory, including photos, shall be collected for all guardrails in the District along the State Highway System. This task includes all interstates, Pinellas County and Citrus County. (See Attachment II - Table 1 for estimated quantity)

C. SINGLE AND MULTI-POST SIGN INSPECTIONS AND INVENTORY

The Vendor will use the criteria established in the Department’s Single and Multi-post Sign Inspection Procedure (Topic Number 850-055-025) to evaluate and inspect signs along State Roadways. The inspections include overhead signs but not their structures. Vendor will be responsible for both the yearly retro-reflectivity inspections and a complete sign installation evaluation every two years. The Vendor shall input data into the Inspection Report Form (850-050-03) including the GPS reading for each location. The Vendor shall bring to the Department’s attention any deficiencies found during the inspection within 24 hours of discovery. All interstates, Pinellas County and Citrus County are excluded.

https://www.fdot.gov/maintenance/rdwy/guardrail-inspection-guide

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The Vendor shall provide inventory data collection of signs Districtwide, in electronic form acceptable to the Department, every two years. The inventory, including photos, shall be collected for all signs in the District along the State Highway System including overhead signs. This task includes all interstates, Pinellas County and Citrus County. (See Attachment II - Table 1 for estimated quantity)

D. ATTENUATOR INSPECTIONS

The Vendor will use the criteria established in the Department’s Reporting Attenuator Inventory and Inspection Procedure (Topic Number 850-055-003) and the Guardrail Inspection Guide located at https://www.fdot.gov/maintenance/rdwy/guardrail-inspection-guide to evaluate and inspect attenuators along State Highways. The Vendor will be responsible for performing both Type I and Type II inspections.

The Vendor shall input data into the Inspection Report Form (850-055-12) including the GPS reading for each location. The Vendor is required to bring to the Department’s attention any deficiencies found during the inspection within 24 hours of discovery. All interstates, Pinellas County and Citrus County are excluded.

Crash Cushion inspection application for use with electronic devices. Once implemented, all crash cushion inspections, both Type I and Type II, will be completed using the new application and submitted electronically. In addition, all inspectors performing crash cushion inspections for the Department will be required to complete certification training and successfully pass a certification exam. Re-certification will be required every two years.

This transition is expected to occur during the life of this contract.

E. BOARDWALK INSPECTION AND INVENTORY

The Vendor will use the criteria established in the Department’s current MRP Manual to evaluate and inspect the boardwalk systems along the State Roadways. Each boardwalk must be inspected three times per year and assigned a rating based on the District 7 Timber Boardwalk Condition Rating Scale (See Exhibit “A, Attachment III Table” 4). The Vendor shall input data into the Inspection Report Form (850-050-03) and shall verify the GPS reading for each location. This task excludes Citrus County. This task will include Pinellas County only when requested by the Department.

The Vendor will provide inventory data collection of the boardwalks, in electronic form acceptable to the Department, every two years. The inventory, including photos, shall be collected for all boardwalks in the District, along the State Highway System. The Vendor will ensure that all boardwalks are https://www.fdot.gov/maintenance/rdwy/guardrail-inspection-guide

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F. E-MAINTENANCE DATA COLLECTION

The Vendor shall review and update data in the E-Maintenance database as needed during guardrail and attenuator inspections.

The Vendor shall conduct attenuator and guardrail inventory at the request of the Department. All interstates, Pinellas County and Citrus County are excluded from E-Maintenance currently.

Attenuator inventory data, including photos, shall be collected and entered into the E-Maintenance database in real time. The inventory data to be collected is specified on the standard statewide forms developed by the Office of Maintenance.

Inventory data for guardrail approach terminals, including photos, shall be collected and uploaded into the E-Maintenance database. The inventory data to be collected is specified on the standard statewide forms developed by the Office of Maintenance.

G. DATA DISCREPENCIES

The Department will furnish the Vendor with a listing of known signs, guardrails, and attenuators as indicated in the Departments Roadway Characteristics Inventory (RCI) and/or databases. These quantities may change with the addition or deletion of roadside features during construction, permitting and development/elimination of AM contracts. If, when performing field reviews, the Vendor encounters roadside features not listed, they are to bring them to the attention of the Department for inclusion into the RCI.

H. MAINTENANCE OF TRAFFIC

The Vendor will be required to furnish any MOT materials and set-ups needed to safely accomplish the assigned tasks. All MOT is to be established utilizing applicable Department Standards and Specifications and utilizing properly trained and certified Vendor personnel. The Vendor is to include any MOT costs in the base bid for the work activity items depicted in Exhibit “A”, Attachment II, Table 3, for which MOT is anticipated to be needed. The Vendor shall submit requests to the Department for review and approval for temporary lane closures or disruption in the normal flow of traffic of one or more thru traffic lane(s), auxiliary lane(s), toll lane(s), and ramp lane(s) on state roads.

The procedures, forms, and other reference material specified in the previous paragraphs are available for download at the Department’s web page, A-6 https://www.fdot.gov/roadway/ttc/default.shtm or for purchase from the Department’s Maps and Publications Sales Office, 605 Suwannee St., M.S. 12, Tallahassee, FL 32399-0450, telephone (850) 414-4050, fax (850) 414-4915.

During the life of the contract, the Vendor will be required to comply with any subsequent changes made to any Department Procedures that impact on the completion of the contract terms.

III. MAINTENANCE RATING PROGRAM TRAINING COURSE

The vendor shall provide the following:

Approximately four hours of classroom time, which will be done via PowerPoint or other multimedia presentation. Participants will also be provided with the link to the MRP handbook.

Approximately four hours of field instruction which includes evaluation of six to eight random sample points that will cover the four different facility types. At each point proper procedures will be demonstrated for measuring and rating each characteristic present.

IV. DEPARTMENT RESPONSIBILITIES

The Department will provide a Contract Manager to administer the terms of this contract. The Department reserves the right to change the Contract Manager at any time.

The Department will furnish the following data to the Vendor for the performance of their services

a. Provide proposed MRP sample points prior to the commencement of the rating period.

b. Provide a listing of all signs, guardrail systems, boardwalks and attenuators within the District as currently established in the Department’s RCI.

c. Provide copies of standardized reporting forms to use in conjunction with the various required inspections.

At a minimum frequency of once a year, the Department will perform a Quality Control (QC) Review and the State MRP Manager will perform a Quality Assessment Review (QAR) of the Vendor’s compliance with Department MRP Standards. The Vendor will be given notice of the QC, and the Department will inform the Vendor of its outcome. The Vendor will have 30 calendar days to correct any noted deficiencies.

The Department will also perform periodic field reviews of the Vendor’s inspection operations to ensure compliance with procedure requirements.

https://www.fdot.gov/roadway/ttc/default.shtm

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Once the MRP evaluations and inspection reports have been received and approved by the Department, the Department will enter the information into the appropriate databases except for the E-Maintenance database which shall be done real time by the Vendor. The Vendor will not have access to any Department computer programs other than the E-Maintenance program.

IV. WORKLOAD

The Vendor should be aware that during the life of this contract the number of signs, guardrails, boardwalks or attenuators may be added or deleted from the tasks based on initiation or completion of construction projects, traffic service requests or at the Department’s discretion. Exhibit “A”, Attachment II, Table 1 and Table 2 of this contract lists estimated quantities that existed at the time that this scope was developed.

V. BEGINNING AND LENGTH OF SERVICES

The performance period of this contact shall begin July 1, 2025, and be in effect until June 30, 2029.

VI. TERMINATION ACTION

Reference is made to Paragraph 6 of the Standard Written Agreement. Any necessary default action will be processed in accordance with Department of Management Services Rule 60A-1.006(3).