Exhibit A Scope of Services DOT-RFP-26-6200EG.pdf

State of Florida Department of Transportation

EXHIBIT "A" SCOPE OF SERVICES

DISTRICTS FOUR AND SIX COMMUTER SERVICES IN

MIAMI-DADE COUNTY FOR THE FLORIDA DEPARTMENT OF

TRANSPORTATION (FDOT)

DOT-RFP-26-6200EG

Exhibit A

FLORIDA DEPARTMENT OF TRANSPORTATION

DISTRICTS FOUR AND SIX COMMUTER SERVICES

SCOPE OF SERVICES

1.0 Purpose

The South Florida Commuter Services Vendor (“Vendor”) for the Florida Department of Transportation (“FDOT” or “Department”) shall provide planning, communication, implementation, technical assistance services, and professional personnel to support commuter services and transportation programs within FDOT Districts Four and Six. The program shall support improved system performance, access to transportation services, safety, and coordinated commuter assistance activities throughout the service area.

FDOT District Six will serve as the lead office for administration of this contract and will assign the primary Modal Development Office (MDO) Project Manager. FDOT District Four will provide coordination and support for activities performed within the District Four service area and will assign an Office of Modal Development (OMD) Project Manager.

2.0 Service Area

The services described in this scope apply to all counties within FDOT Districts 4 and 6. FDOT District 6 will provide administrative leadership and contract oversight. District 4 will coordinate work occurring within its geographic area.

3.0 Approval of Subcontractors

FDOT reserves the right to review and approve any individuals or subcontractors proposed by the Vendor to perform work under this Agreement. No subcontractor may begin work until written approval is granted by the FDOT District 6 MDO Project Manager (lead), with coordination from District 4 for Basic Services performed within District 4.

Any subcontractor added to the Agreement that requires inclusion as a key classification or labor category shall be incorporated through an official contract amendment. FDOT reserves the right to require adjustments to the Vendor’s staffing or subcontractor team based on performance, compliance, or other factors determined to be in the best interest of the Department.

4.0 Basic Services

Basic Services under this Agreement shall be performed within both FDOT District 4 and District 6.

FDOT District 6 will provide primary oversight of all Basic Services and serve as the lead district for contract administration. FDOT District 4 will provide coordination and oversight for Basic Services performed within the District 4 geographic area. All Basic Services tasks listed below are required to be carried out in both Districts, unless the task is inherently district specific.

The Vendor shall:

1. Operate and maintain carpool, vanpool, and Park-and-Ride matching programs using a web-based commuter assistance platform compatible with FDOT systems

2. Maintain the SFCS website, toll-free number, staffed call center, program branded emails for key staff, and digital communications tools.

3. Operate the Guaranteed Ride Home (GRH) program in accordance with FDOT policies and program requirements. (1-800-234-RIDE) - 1800234RIDE.COM

4. Coordinate with District 4, District 6 (lead), Florida’s Turnpike, and Districts’ Traffic Operations staff on the monitoring, evaluation and reporting of express lanes. Provide technical assistance regarding violations and related issues through the duration of the program.

5. Maintain and recommend improvements to existing carpool and vanpool matching programs.

6. Coordinate and provide assistance to the South Florida Vanpool Program (SFVP) and its contractors.

7. Monitor and provide program-level quarterly reporting on Express bus performance and ridership by route. Coordinate, plan, and facilitate quarterly Express Bus Meetings with Districts 4 and 6 and their transit partners. Provide monitoring, marketing and outreach in coordination with Express Bus providers.

8. Support Districts 4 and 6 in coordinating with roadway construction projects that impact transit operations, transportation hubs, and Park-and-Ride facilities.

9. Provide customer service intake, case management, and commuter support through the SFCS call center and digital platforms.

9. Coordinate with FDOT Traffic Operations Department and local transit agencies on implementation of Advanced Public Transportation Systems (APTS) and Intelligent Transportation Systems (ITS) technologies, collectively known as Transportation System Management and Operations (TSM&O).

10. Provide program outreach and internal support activities for FDOT staff.

5.0 Optional Services

At the sole discretion of the Department, and only upon written authorization (e.g., Letter of Authorization), the Vendor shall provide additional services beyond Basic Services. Optional Services under this Agreement shall be performed exclusively for FDOT District 6. FDOT District 4 will procure its Optional Services under a separate contract. All Optional Services must be authorized and overseen by the FDOT District 6 MDO Project Manager.

http://www.1800234ride.com/

These Optional Services may include, but are not limited to, the following:

1. Conduct planning, analytical, and technical studies supporting commuter services and transportation programs

2. Review and provide recommendations on transportation planning documents, including Long Range Transportation Plans (LRTPs), Transportation Improvement Programs (TIPs) and amendments, Planning and Conceptual Engineering (PACE) studies, Evaluation and Appraisal Reports (EARs), transit development plans, and related technical documents to support program coordination and implementation.

3. Provide marketing, branding, and creative services beyond Basic Services, including major campaigns, media buys, mass marketing materials, graphic design, branding of specialized services, website and digital content development, and project-specific marketing action plans.

4. Develop and deliver communications and outreach activities, including public-facing materials, specialized presentations, workshops, training, and coordination with partner agencies to support commuter assistance and program implementation activities.

5. Implement enhanced customer information and performance measurement efforts, including digital engagement tools, surveys, analytics dashboards, and evaluation of marketing and program effectiveness.

6. Technical assistance to transit service providers related to Park-and-Ride facilities, express bus services, managed lanes, and access to transit services

7. Conduct pilot initiatives, special projects, or targeted program support requested by FDOT District Six

8. Provide support for bicycle and pedestrian safety outreach activities

9. Serve as a planning and implementation partner for demonstration projects, pilot projects, and interim design solutions consistent with FDOT program goals and safety objectives.

10. Provide coordination on demonstration projects and interim transportation improvements.

11. Provide enhanced data collection, analysis, and reporting services beyond Basic Services, including development of performance metrics, dashboards, data visualizations, and analytical summaries to support FDOT District 6 decision-making, program evaluation, and reporting needs.

12. Provide interagency coordination and special project support with local governments, transit agencies, and regional partners

13. Provide administration, coordination, and outreach support for the School Pool Program, including collaboration with school districts and partner agencies, development of program materials, participation in school-related events, and collection and reporting of participation data.

6.0 Management of Contract

The Vendor Shall:

1. Exercise sound professional judgment and best practices in the performance of all work under this contract. The Vendor shall apply effective project management principles, including timely communication with FDOT, ethical and efficient use of resources, and proper documentation of all activities and tasks. The Vendor shall represent FDOT at meetings and coordinate work efforts with partner agencies as required. All work activities, scopes, and associated costs shall be reviewed and approved by the appropriate FDOT District Project Manager—with District 6 serving as the lead approving office—prior to commencement.

2. Comply with all applicable federal, state, and local laws, rules, procedures, and funding requirements associated with activities performed under this contract. The Vendor shall coordinate closely with the FDOT District 6 MDO Project Manager, and with District 4 as needed, on matters related to contract administration—including invoicing, Letters of Authorization (LOAs), subcontractor quotations, amendments, and supplemental agreements.

3. Establish and maintain comprehensive contract files for each activity and task in accordance with FDOT procedures and documentation standards. FDOT will provide contract administration guidance and project-specific information as outlined in this Scope of Services.

4. The Vendor shall ensure a seamless transition from the existing program to the new contract with no interruption of services.

5. Develop, maintain, and update an efficient and user-friendly contract tracking system to monitor project budgets, expenditures, balances, LOAs, FM numbers, Basic Services, Optional Services, and other financial or contractual elements. This tracking system shall be submitted to the FDOT District 6 Project Manager— with a copy to District 4—on a monthly basis, in a format approved by the Department.

6. Maintain accurate and complete timesheet records for all personnel assigned to the Commuter Services program. Timesheets shall be available for review by FDOT upon request and retained in accordance with FDOT documentation and audit requirements.

7. Travel

The Vendor may be directed to attend or present at workshops, conferences, training sessions, or meetings related to commuter services, transportation programs, or contract activities covered by this agreement. All travel must be directly related to the requirements of the contract and shall be subject to prior written approval from the FDOT District 6 MDO Project Manager, with coordination from District 4 as applicable.

All travel shall be requested using the most current Consultant Travel Request Form (Form No. 300- 000-06) available through the FDOT E-Forms Library.

Travel reimbursement must comply with Section 112.061, Florida Statutes, FDOT procedures, and the terms of this agreement. Only eligible and authorized expenses will be reimbursed. For travel within Districts 4 and 6, the Vendor shall be reimbursed from the distance of the Vendor’s nearest field office to the destination, in accordance with FDOT reimbursement rules.

8. Program Evaluation and Coordination

The Vendor shall meet all requirements outlined in the FDOT Commuter Assistance Program Procedure (No. 725-030-008) and any other applicable FDOT procedures, rules, and policies. The following requirements summarize key responsibilities:

1. The Vendor shall prepare and submit an Annual Work Plan consistent with FDOT procedure. The Annual Work Plan shall be submitted to the FDOT District 6 MDO (lead), with coordination from District 4 for applicable activities. The work plan shall include:

a. Organizational Chart

b. Project Budget and Spending Plan

c. Program Goals and Measurable Objectives

d. Marketing Plan

e. Milestones and Performance Targets

f. Strategies and Planned Activities

2. The Vendor shall prepare and submit Quarterly Progress Reports, which shall include, but not be limited to, the following performance measures:

a. Number of commuters requesting assistance

b. Participation in commuter programs

c. Number of vehicle trips reduced or eliminated

d. Employer participation

e. Status of planning studies, technical assistance tasks, and other project activities

f. Marketing and outreach activities

g. Any additional reporting required by the FDOT District 6 Project Manager, including ridership or business plan reporting metrics

3. Quarterly Report Schedule (State Fiscal Year):

a. Quarter 1: July – September

b. Quarter 2: October – December

c. Quarter 3: January – March

d. Quarter 4: April – June

e. Reports are due within 15 days after the end of each quarter.

4. The Vendor shall fully cooperate with any outside agency or consultant selected by FDOT to conduct annual surveys, evaluations, or performance audits related to the Commuter Assistance Program, in accordance with Procedure No. 725-030-008.

5. The Vendor shall conduct:

a. Monthly progress meetings with FDOT District 4 and District 6 staff to review contract status, funding, invoicing, performance metrics, upcoming events and work progress.

b. One monthly meeting per district, unless otherwise directed.

c. One joint quarterly meeting with both districts and partner agencies as directed.

6. The Vendor shall prepare and submit technical reports summarizing work progress, program outcomes, and recommendations. Reports shall be provided in a format approved by FDOT and delivered according to timelines agreed upon by the Vendor and the District Project Managers. FDOT may adjust report frequency as needed.

7. All public-facing communications produced under this contract, including media releases, press releases, social media posts, marketing campaigns, newsletters, and any public announcements, must receive prior approval from:

a. The District 6 MDO Project Manager (lead approver)

b. The appropriate District 4 or District 6 Public Information Officer (PIO)

c. The respective district Project Manager for any district-specific content

No communication shall be released without written FDOT approval.

9. Establishment of South Florida Commuter Services Office

The Vendor Shall:

1. Establish and maintain a dedicated South Florida Commuter Services (SFCS) office to house key full-time or part-time program staff and support day-to-day commuter assistance operations. The office must be fully operational within 60 calendar days following execution of the contract.

2. Provide and maintain adequate office space, including a conference room, file storage, workstations, and other facilities necessary for program operations and staff collaboration.

3. Staff the office with key personnel, which upon final approval by the FDOT Project Manager may include, but not be limited to the following positions:

o Project Director o Marketing Manager o Program Administrator o First Mile / Last Mile Planner o Special Activity Coordinator / Outreach Coordinator o Marketing Coordinator o Customer Service / Call Center Representative(s)

The FDOT District 6 MDO Project Manager may adjust the staffing levels and positions based on program needs throughout the duration of this agreement.

4. Failure to establish and maintain the FDOT approved office and staffing levels within the prescribed 60-day period may result in financial consequences as defined in Section 7.0 of this contract.

5. The primary Commuter Services office shall be located within FDOT District 6, as approved by the Department.

6. Satellite offices and telecommuting arrangements may be permitted within Districts 4 and 6, subject to prior written approval from FDOT. Such locations may be used to support customer service, outreach and coverage needs.

o Up to two satellite offices may be established to support program operations.

7. Direct Expenses (e.g., rent, utilities, equipment) will only be reimbursed for the main office.

o No Direct Expenses will be reimbursed for any satellite office unless approved by FDOT.

10. Staffing

The Vendor shall maintain a staff of qualified professional personnel capable of performing all services described in this Scope of Services. Staffing levels must be sufficient to ensure timely and effective program delivery in accordance with FDOT policies, procedures, and performance expectations.

The FDOT District 6 MDO Project Manager (lead), with coordination from District 4, shall be notified in writing within 15 calendar days of any vacancy in a required position. The notification must include a plan of action to fill the position and ensure continuity of program operations. An updated organizational chart shall be provided 15 days after a vacancy is filled.

Based on historical program needs, FDOT has identified the following list of key positions that may be needed for the effective operation of the South Florida Commuter Services (SFCS) program. Alternative staffing approaches or additional roles may be proposed and implemented, provided that the Project Director position is mandatory and cannot be removed or substantially modified. FDOT reserves the right to adjust staffing levels based on program needs throughout the duration of this agreement. FDOT will review and provide concurrence on staffing levels annually in conjunction with review of the annual work plan. Proposed staffing levels shall be aligned with the annual work plan and reflect the appropriate level of effort anticipated to implement said work plan.

Project Director

Minimum five (5) years of experience overseeing commuter services programs, public transit operations, or transportation program management.

Provide overall program leadership, strategic direction, and day-to-day management to ensure compliance with FDOT requirements and achievement of program goals.

Lead planning, development, and administration of program activities, ensuring alignment with FDOT District 4 and District 6 priorities.

Provide knowledgeable feedback on policy, procedure and legislative changes.

Serve as the primary liaison with FDOT and partner agencies and represent FDOT at meetings, workshops, public events, and coordination activities as directed.

Marketing Manager

Minimum three (3) years of experience in commuter services marketing, outreach, or transportation-related communications.

Lead development and implementation of marketing, communications, and outreach strategies, including creation and distribution of digital, print, and graphic materials promoting commuter services and transportation programs

Coordinate marketing activities with the MDO and PIO to ensure compliance with FDOT communications, branding, and approval requirements.

Program Administrator

Minimum 3 years of experience in administering transportation, commuter services, or similar public-sector programs.

Supports program implementation, contract management, invoicing, quarterly reporting, budgeting, and coordination with MDO project managers.

First Mile/Last Mile Planner

Minimum 2 years of planning experience in commuter services, transit, or transportation access planning.

Supports coordination related to access to transit services and coordination between fixed-route transit providers and FDOT.

Participates in project meetings to ensure transit interests are fully considered in roadway or development plans.

Special Activity Coordinator / Outreach Coordinator

Experience organizing and managing employer and public outreach, event planning, commuter assistance programs, and marketing campaigns.

Supports onsite and virtual outreach, promotional events, partnership development, and implementation of commuter assistance programs.

Marketing Coordinator

Experience developing, implementing, and marketing transportation, commuter services, or public outreach programs.

Supports multimedia campaigns, branding, social media, and marketing collateral development.

Customer Service/Call Center Representative

Provides commuter assistance, program information, and customer service through call center operations, online channels, and outreach events.

Must demonstrate strong communication skills and knowledge of Districts 4 and 6 transportation program programs and services.

Planner:

Bachelor’s degree in Planning, Public Administration, or equivalent field, and 2+ years of planning experience.

Prepares and reviews technical documents, studies, analyses, and reports related to commuter services and transit

Staffing for Optional Services as Approved by the Department

Upon written authorization from FDOT (e.g., via Letter of Authorization), the Vendor may engage additional personnel to support Optional Services, including but not limited to:

Planning Technical assistance Graphics and visual communications Web development and information technology Marketing and mass media services

The following certified planning professionals may be engaged on an as-needed basis:

Project Planner:

AICP, Master’s in Planning or Public Administration (or equivalent) 5+ years of professional planning experience

Senior Planner:

AICP, Master’s in Planning or Public Administration (or equivalent) 10+ years of professional planning experience

Chief Planner:

AICP, Master’s in Planning or Public Administration (or equivalent) 20+ years of professional planning experience

11. Financial Consequences:

The following financial consequences shall apply to this contract. These penalties may be imposed by FDOT for failure to meet required staffing levels, deliverables, or timelines, as outlined in this Scope of Services. FDOT District 6 is the lead approving office for determining non-compliance and the application of financial consequences.

1. Establishment of Office Space and Key Personnel

a) The Vendor must establish office space and have all required key personnel in place within 60 calendar days after contract execution, as described in Section 6.0.

b) a. Failure to have the required key personnel in place and performing assigned duties by the deadline may result in a penalty of $1,000 per employee per day until full staffing is achieved.

2. Annual Work Plan Submission

a) The Annual Work Plan is due July 1 of each fiscal year.

b) Failure to submit the Annual Work Plan by the due date may result in a penalty of $1,000 for the first day of delinquency and $500 per day thereafter until the deliverable is received.

3. Quarterly Commuter Services Reports

a) Quarterly Reports must be submitted within 15 days after the end of each quarter.

b) a. Failure to submit any Quarterly Report on time may result in a penalty of $1,000 for the first day of delinquency and $500 per day thereafter until the deliverable is received.

4. Maintaining Minimum Required Personnel

a) The Vendor must maintain all minimum required positions, including (but not limited to) Project Director, Program Administrator, Special Projects/Outreach Coordinator, and Customer Service/Call Center Representatives. Any vacancy must be filled within 30 calendar days.

b) a. Failure to maintain the required staffing levels within 30 calendar days may result in a penalty of $1,000 for the first day of vacancy and $500 per day thereafter until the position is filled and operational.

5. Replacement of Key Personnel

a) Replacement of any key personnel must occur within 60 calendar days of the vacancy.

b) a. Failure to replace key personnel within the required timeframe may result in a penalty of $1,000 for the first day of delinquency and $500 per day thereafter until the replacement is hired and performing required duties

Extensions

Requests for extensions must be submitted in writing by the Vendor, include a detailed justification, and receive prior written approval from the FDOT District 4 and 6 MDO Project Managers. No extensions are valid unless formally approved.

12. Term

Basic Services under this contract shall commence upon execution of the Agreement and shall continue for a period of 60 months, or until the Agreement is terminated in accordance with its terms, whichever occurs first.

Optional Services shall commence only upon written authorization from the Department’s Contract Manager and issuance of a Letter of Authorization (LOA). Optional Services shall be completed by the date specified in the applicable LOA, or upon termination of the Agreement, whichever occurs first.

No Optional Services may begin prior to receipt of written authorization from FDOT.