Exhibit A Scope of Services REBID.pdf

DOT-RFP-26-6202SD-REBID Exhibit A Page 1 of 101

STATE OF FLORIDA

DEPARTMENT OF TRANSPORTATION

EXHIBIT A - SCOPE OF SERVICES

DOT-RFP-26-6202SD-REBID

DISTRICT SIX INTELLIGENT TRANSPORTATION SYSTEMS

(ITS) / TRANSPORTATION MANAGEMENT CENTER (TMC)

OPERATIONS CONTRACT

FINANCIAL PROJECT NUMBERS: 434665-2-82-01,

435506-4-82-01, 439031-3-82-01, 445023-1-82-01, 445023-2-82-01, 445023-3-82-01, 445023-4-82-01, 445023-5-82-01, AND

445023-6-82-01

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1 Introduction

1.1 Purpose

1.2 Definition of Terms

2 Overview of District Six’s ITS/TSM&O Program

2.1 Program Description

2.2 Ongoing and Future Regional Projects

3 General Provisions

3.1 Key Staff

3.2 Key Staff Replacements

3.3 Staff Positions Minimum Salaries

3.4 Meetings

3.4.1 Meeting Agenda

3.4.2 Meeting Minutes

3.4.3 Meeting Action Items

3.5 Deliverable Documents

3.5.1 ITS/TMC Operations Guidelines, Procedures, and Plans

3.5.2 Publications

3.5.3 IT Supplementary Lists

3.5.4 Deliverable Documents Review and Approval

3.5.5 Order of Precedence

3.6 Independent Assessments

4 Services to be provided by Consultant

4.1 Program and TMC Management Services

4.1.1 Program and TMC Management Services - Program Management

4.1.2 Program and TMC Management Services - Requirements

4.1.3 Program Management Meetings

4.1.4 Program and TMC Management Services - Minimum Staffing Positions

4.1.5 Program and TMC Management Services - Deliverables

4.1.6 Reporting Services

4.1.7 Program and TMC Management Services - Performance Ratings

4.1.8 Program and TMC Management Services - Pricing

4.1.9 Program and TMC Management Services - Payment

4.2 Freeway Operations Services

4.2.1 Freeway Operations Services - Program Management

4.2.2 Freeway Operations Services - Requirements

4.2.3 Freeway Operations Services - Minimum Staffing Positions

4.2.4 Freeway Operations Services - Performance Ratings

4.2.5 Freeway Operations Services - Pricing

4.2.6 Freeway Operations Services - Payment

4.3 Arterial Operations Services

4.3.1 Arterial Operations Services - Program Management

4.3.2 Arterial Operations Services - Requirements

4.3.3 Arterial Operations Services - Minimum Staffing Positions

4.3.4 Arterial Operations Services - Deliverables

4.3.5 Arterial Operations Services - Performance Ratings

4.3.6 Arterial Operations Services - Pricing

4.3.7 Arterial Operations Service - Payment

4.4 Express Lanes and Ramp Signaling Operations Services

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4.4.1 Express Lanes and Ramp Signaling Operations Services - Program Management 41

4.4.2 Express Lanes and Ramp Signaling Operations Services - Requirements

4.4.3 Express Lanes and Ramp Signaling Operations Services - Minimum Staffing Positions

4.4.4 Express Lanes and Ramp Signaling Operations Services - Deliverables

4.4.5 Express Lanes and Ramp Signaling Operations Services - Performance Ratings .. 48

4.4.6 Express Lanes and Ramp Signaling Operations Services - Pricing

4.4.7 Express Lanes and Ramp Signaling Operation Services - Payment

4.5 Incident Management Program Services

4.5.1 Incident Management Program Services - Program Management

4.5.2 Incident Management Program Services - Requirements

4.5.3 Incident Management Program Services - Minimum Staffing Positions

4.5.4 Incident Management Program Services - Deliverables

4.5.5 Incident Management Program Services - Performance Ratings

4.5.6 Incident Management Program Services - Pricing

4.5.7 Incident Management Program Services - Payment

4.6 Incident Response Vehicle Operations Services

4.6.1 IRV Operations Services - Program Management

4.6.2 IRV Operations Services - Requirements

4.6.3 IRV Operations Services - Minimum Staffing Positions

4.6.4 IRV Operations Services - Performance Ratings

4.6.5 IRV Operations Services - Pricing

4.6.6 IRV Operations Services - Payment

4.7 Community Outreach and Customer Support Services

4.7.1 Community Outreach and Customer Support Services - Program Management

4.7.2 Community Outreach and Customer Support Services - Requirements

4.7.3 Community Outreach and Customer Support Services - Minimum Staffing Positions

4.7.4 Community Outreach and Customer Support Services - Deliverables

4.7.5 Community Outreach and Customer Support Services - Performance Ratings

4.7.6 Community Outreach and Customer Support Services - Pricing

4.7.7 Community Outreach and Customer Support Services - Payment

4.8 TMC Information Technology Services

4.8.1 TMC IT Services - Program Management

4.8.2 TMC IT Services - Requirements

4.8.3 TMC IT Services - Minimum Staffing Positions

4.8.4 TMC IT Services - Deliverables

4.8.5 TMC IT Services - Performance Ratings

4.8.6 TMC IT Services - Pricing

4.8.7 TMC IT Services - Payment

4.9 ITS Utility Locates Services

4.9.1 Sunshine 811

4.9.2 ITS Utility Locates Services - Requirements

4.9.3 ITS Design Tickets

4.9.4 ITS Utility Locates Services - Deliverables

4.9.5 ITS Utility Locates Services - Performance Ratings

4.9.6 ITS Utility Locates Services - Pricing

4.9.7 ITS Utility Locates Services - Payment

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4.10 IT Data Architect Services

4.10.1 IT Data Architect Services - Minimum Staffing Positions

4.10.2 IT Data Architect - Pricing

4.10.3 IT Data Architect - Payment

4.11 TMC Contract Oversight Services

4.11.1 FHP Contract Oversight

4.11.2 Road Ranger Service Patrol Contract Oversight

4.11.3 Rapid Incident Scene Clearance Contract Oversight

4.11.4 ITS Maintenance Contract Oversight

4.11.5 TMC Contract Oversight Services - Minimum Staffing Positions

4.11.6 TMC Contract Oversight Services - Deliverables

4.11.7 TMC Contract Oversight Services - Performance Ratings

4.11.8 TMC Contract Oversight Services - Pricing

4.11.9 TMC Contract Oversight Services - Payment

4.12 Miscellaneous TSM&O and Traffic Operations Services

4.12.1 Anticipated Services

4.12.2 Miscellaneous TSM&O and Traffic Operations Services - Pricing

4.12.3 Miscellaneous TSM&O and Traffic Operations Services - Payment

4.13 Transition Services

4.13.1 Transition Services - Deliverables

4.13.2 Transition Services - Performance Ratings

4.13.3 Transition Services - Pricing

4.13.4 Transition Services - Payment

5 Consultant Responsibilities

5.1 Project Management

5.2 Sub-Consultant(s)

5.3 Pre-Work Information

5.4 Reference Checks, Law Enforcement Clearances, and Background Checks

5.5 Progress Meetings

5.6 TMC Building Security

5.7 Safety

5.8 Timely Completion of Service

5.9 TMC Parking

5.10 Notifications

5.11 Preservation of Department Property

5.12 Consultant’s Personnel Requirement

5.12.1 Personnel Appearance and Conduct

5.12.2 Monitoring of Personnel

5.12.3 Changes in Personnel

6 Contract Administration

6.1 Performance Ratings

6.2 Consultant Performance Assessments

6.3 Correction of Deficiencies

6.4 Non-Compliance

7 Suspension of Work 8 Department Responsibilities 9 SunGuide TMC Building/Office/Supply Responsibilities 10 Rules and Regulations

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10.1 Non-Smoking Policy

10.2 Identification

10.3 Use of Equipment/Supplies (If Applicable)

11 Property of the Department

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1 INTRODUCTION

1.1 Purpose

The Transportation Systems Management and Operations (TSM&O) Program within the Florida Department of Transportation (FDOT) District Six is dedicated to providing a safe, reliable, and efficient transportation system that supports the movement of people and goods, while preserving the quality of life and connectivity of South Florida’s communities through the strategic deployment and management of advanced operational strategies and technology assets.

District Six’s TSM&O Program encompasses a broad range of functions integrating traffic management, incident management, traveler information, performance monitoring, and emerging technology applications, all working collectively to maximize the operational effectiveness of the District’s transportation network.

The purpose of this District Six Intelligent Transportation Systems (ITS) / Transportation Management Center (TMC) Operations Contract, hereinafter referred to as “Contract”, is for the Consultant to provide management and operational support for District Six’s TSM&O Program activities and services from the SunGuide TMC (STMC), located at 1001 NW 111 Avenue, Miami, Florida 33172, supporting continuous operations across Miami-Dade and Monroe counties.

1.2 Definition of Terms

This Scope of Services and its associated Exhibits use specific terms and acronyms that are defined in Exhibit A - 1, Terms and Acronyms. Table 1 in Exhibit A-1 provides a complete listing of these terms and their definitions. Table 2 in Exhibit A-1 provides a list of these acronyms and their full phrases.

2 OVERVIEW OF DISTRICT SIX’S ITS/TSM&O PROGRAM

2.1 Program Description

The District Six ITS/TSM&O Program consists of a comprehensive network of operational, technological, and communications systems designed to improve safety, mobility, and reliability throughout Miami-Dade and Monroe counties. The District Six ITS/TSM&O Program is administered and operated from the STMC, which functions as the regional command and control facility for all District Six TSM&O activities.

The STMC, a 32,000-square-foot facility that opened in 2004, operates twenty-four (24) hours a day, seven (7) days a week, three hundred and sixty-five (365) days a year (24/7/365), providing real-time monitoring, management, and coordination of the District’s transportation network. Operations are supported by a deployment of ITS infrastructure, which has expanded over the years and currently includes, but is not limited to, fiber optic and wireless communications, Closed-Circuit Television (CCTV) cameras, Dynamic Message Signs (DMS), Microwave Vehicle Detection Systems (MVDS), Ramp Signal Systems (RSS), Wrong Way Vehicle Detection Systems (WWVDS), Connected Vehicle (CV) technologies, communications Hub buildings, and supporting ancillary infrastructure. In addition, the Department operates and maintains the Monroe County Traffic Signal System (MCTSS) along US 1 in the Florida Keys. Table 1 shows a high-level summary of the ITS/Signal asset inventory across District Six. This table represents a snapshot of current assets and is not intended to define the limits of Consultant responsibilities. Support requirements include all assets under District Six operational control, regardless of changes to asset quantities.

The STMC currently accommodates multiple co-located agencies, including the Greater Miami Expressway Agency (GMX), Florida Highway Patrol (FHP) Troop E Dispatch, and the City of Miami Beach, to support coordinated regional traffic management, incident response, and traveler communication. The Consultant shall coordinate with co-located agencies as required for joint operational activities but shall not provide staff or resources for internal operations of these agencies unless directed by the Department. The STMC also houses the District Six ITS Maintenance Contractor.

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Table 1: District Six ITS/Signal Asset Inventory Summary

ITS/Signal Asset Type Number of Existing ITS Assets per Facility (10/2025)

Freeway Express

Lane Arterial Total

Bridge Notification System - - 11 11 Closed-Circuit Television (CCTV) Camera 103 207 179 489 Communication Hub Building 4 10 4 18 CV On-Board Unit (OBU) - - 166 166 CV Road-Side Unit (RSU) - - 60 60 Dynamic Message Sign (DMS) 24 55 51 130 Fiber Optic Cable (Miles) 44 52 48 144 Microwave Vehicle Detection System (MVDS) 224 205 18 447 Ramp Signal System (RSS) 19 22 - 41 Toll Rate and Lane Status DMS - 56 - 56 Vehicle Detector Stations - - 32 32 Warning Gate System - 10 - 10 Wrong Way Vehicle Detection System (WWVDS) 20 - - 20 MCTSS Traffic Signal - - 37 37 MCTSS Emergency Signal - - 9 9 MCTSS Flashing Beacon - - 28 28

Comprehensive maps illustrating the geographic coverage, and ITS assets associated with the District Six ITS/TSM&O Program are included as Attachment A.

The primary functions of the STMC include, but are not limited to, the following:

Traffic Management: Oversight of freeway, express lane, arterial, and ramp signal system operations.

Incident Management: Incident detection, response, and clearance activities, including management of the Road Ranger Service Patrol (RRSP), Incident Response Vehicle (IRV), and Rapid Incident Scene Clearance (RISC) programs.

Traveler Information Dissemination: Real-time communication with the public through DMSs, the Florida 511 (FL511) Advanced Traveler Information System (ATIS), and other outreach channels, including social media.

Special Situation Management: Support for emergency and security-related events such as AMBER Alerts, roadway closures, and major incident coordination.

Traffic Signal Operations: Operation of the MCTSS.

Connected Vehicle System Operations: Management of Cellular Vehicle-to-Everything (C-V2X) technologies enabling wireless communication among vehicles, roadside infrastructure, and vulnerable road users within Monroe County.

The District’s managed network encompasses approximately 239 centerline miles of roadway containing ITS infrastructure across Miami-Dade and Monroe counties. This network covers both limited access and arterial (non-limited access) facilities.

Limited access facilities include:

I-95

95 Express

I-75

75 Express

I-195

I-395 (including SR A1A/MacArthur Causeway)

SR 826

826 Express

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Non-limited access facilities include:

SR 5/US 1 in Miami-Dade and Monroe Counties

SR 886 (Port Boulevard)

Card Sound Road

SR 25/US 27/Okeechobee Road

SR 924/NW 119 Street

In addition to the corridors listed above, the District’s ITS/TSM&O Program has partially instrumented strategic arterial corridors that complement and support freeway operations. These include, but are not limited to, key connectors such as SR 907/Alton Road, as well as major approaches to SR 826 and I-95.

From the STMC, District Six TSM&O operates and maintains all traffic signals and devices along US 1 in Monroe County spanning MM 0.0 to MM 112.6.

2.2 Ongoing and Future Regional Projects

District Six is advancing several major infrastructure initiatives expected to enhance regional mobility and expand ITS capabilities. These projects include the replacement and/or expansion of existing ITS assets, which will be fully integrated with the District’s managed network and operated from the STMC upon completion. Major ongoing projects include:

Golden Glades Interchange (GGI) Project: A comprehensive modernization of one of South Florida’s most critical transportation hubs, improving connectivity among I-95, SR 826, Florida’s Turnpike, SR 9, and US 441/SR 7. https://go-ggi.com/

I-395/SR 836/I-95 Design-Build Project: Reconstruction of the Midtown Interchange and construction of a signature bridge over Biscayne Boulevard, including double-decking SR 836 and upgrading I-395 and I-

95. https://i395-miami.com/

SR 25/US 27/Okeechobee Road Reconstruction Projects: Modernization of a 10-mile Strategic Intermodal System (SIS) corridor from SR 826/Palmetto Expressway to the Broward County line. The corridor is divided into seven (7) segments, each at different stages.

https://www.fdotmiamidade.com/okeechobee

The District Six ITS/TSM&O Program is expected to continue expanding over the duration of the Contract due to planned corridor improvements, managed lanes expansions, technology refresh cycles, and deployment of emerging and connected vehicle technologies. The Consultant shall be prepared to support incremental growth in ITS assets, systems, and operational complexity without disruption to ongoing operations.

3 GENERAL PROVISIONS

3.1 Key Staff

The Consultant shall provide personnel experienced in managing and operating transportation management centers, including freeway, express lanes, ramp signaling and arterial operations, administrative support, information technology support, and incident management support. The following eight (8) positions are designated as Key Staff and shall be continuously staffed throughout the duration of the Contract with individuals meeting the minimum qualifications defined in this Scope of Services. Coverage is not required on a 24/7 basis unless specifically stated for the position.

A Key Staff position that becomes temporarily vacant for fifteen (15) consecutive workdays or more shall be filled on an interim basis by personnel other than staff designated for this Contract, who meet the minimum qualifications outlined in this Scope of Services for such Key Staff position. A Key Staff position that becomes temporarily vacant for less than fifteen (15) consecutive workdays shall be filled on an interim basis by non-Key Staff personnel who meet the minimum qualifications outlined in this Scope of Services for such Key Staff position.

1) Project Manager

2) TMC Office Manager/Executive Administrative Assistant

3) TMC Manager

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4) Arterial Operations Program Manager

5) Express Lanes and Ramp Signaling Operations Program Manager

6) Incident Management Program Manager

7) Information Technology Manager

8) ITS Maintenance Contract Coordinator

3.2 Key Staff Replacements

The Consultant shall ensure that any Key Staff employee replacement meets or exceeds the qualifications set forth in this Scope of Services. Key Staff vacancies must be filled within 30 calendar days unless otherwise approved by the Department. The Consultant shall submit a letter to the Department requesting approval of the proposed Key Staff employee replacement along with a resume containing their relevant experience. All Key Staff employee replacements must be approved, in writing, by the Department, prior to being allowed to fulfill the role and being eligible to invoice.

3.3 Staff Positions Minimum Salaries

FDOT District Six has prescribed minimum hourly rates for some of the staff positions identified in this Scope of Services. At the discretion of the Department, the Consultant shall provide proof of compliance with these minimum rate requirements through verifiable sources (i.e., payroll registers, employee payroll checks, etc.).

3.4 Meetings

Multiple meetings will be conducted throughout the duration of this Contract. These meetings shall be planned, facilitated, and documented by the Consultant. At a minimum, the Consultant shall:

1) Coordinate all aspects of the meeting including, but not limited to:

a. Reserving and scheduling the appropriate conference room within FDOT or selected venue.

b. Confirming and arranging all audio-visual (AV) needs for presenters and attendees.

c. Providing an LCD projector and laptop for each meeting when AV equipment is not existent at the meeting venue.

d. Preparing and distributing presentation materials, handouts, and related documentation.

2) Maintain a current and accurate attendee contact list for all recurring and ad-hoc meetings.

3) Notify and solicit attendance from required participants as identified by FDOT.

3.4.1 Meeting Agenda

The Consultant shall, at a minimum:

1) Prepare a draft agenda for each meeting based on input from the Department.

2) Submit the draft meeting agenda to the Department for review and comment no later than seven (7) calendar days prior to the meeting.

3) Incorporate Department comments, finalize the meeting agenda, and distribute to the attendees prior to the meeting.

3.4.2 Meeting Minutes

The Consultant shall, at a minimum:

1) Prepare meeting minutes for each meeting, documenting key discussions, decisions, and action items.

2) Submit draft meeting minutes to meeting attendees for review and comment no later than seven (7) calendar days after the meeting.

3) Address attendee comments and produce the final meeting minutes for transmittal to the attendees.

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3.4.3 Meeting Action Items

The Consultant shall, at a minimum:

1) Track the status of the action items resulting from the meeting.

2) Follow up with the individual(s) and/or entity responsible for the action item.

3) Identify the availability (or lack thereof) of requested information or documents.

4) Identify the point of contact for the information or documents.

5) Establish initial contact with the points of contact to request, obtain and/or confirm the availability of the requested information or documents.

3.5 Deliverable Documents

Throughout the duration of this Contract, the Consultant shall be responsible for the continuous evaluation, updating, and maintenance of all deliverable documents as part of their daily duties and responsibilities. Although these deliverable documents follow a scheduled delivery timeline, the Department requires all documentation and reports to reflect current operational practices, contain relevant information, and remain up to date. In the event that a deliverable document or a report due date occurs on a Saturday, Sunday, or a Department observed holiday as defined in Exhibit A-1, Table 1, the due date shall be deemed to occur in the next business day following such weekend or Department observed holiday.

3.5.1 ITS/TMC Operations Guidelines, Procedures, and Plans

The guidelines, procedures, and plans listed below are official deliverables under this Contract. Throughout the duration of this Contract, the Consultant shall evaluate and update each document according to the designated schedule. Each document’s specific requirements and expectations are outlined in their corresponding service section.

1) The Florida Department of Transportation District Six Standard Operating Guidelines, Administration (4.1.5.3)

2) The Florida Department of Transportation District Six, Standard Employee Guidelines (4.1.5.4)

3) The Florida Department of Transportation District Six, General Employee Guidelines (4.1.5.5)

4) Florida Department of Transportation District Six Standard Operating Guidelines, Control Room Operations (4.1.5.6)

5) The Florida Department of Transportation District Six TMC Control Room Training and Certification Program Technical Memo (4.1.5.7)

6) The Florida Department of Transportation District Six, SunGuide TMC Hurricane Response Action Plan (4.1.5.8)

7) The Florida Department of Transportation District Six Standard Operating Guidelines, Arterial Operations (4.3.4.1)

8) The Florida Department of Transportation District Six Arterial Operations Processes and Procedures Master Document (4.3.4.2)

9) The Florida Department of Transportation District Six Standard Operating Guidelines, Express Lanes and Ramp Signaling Operations (4.4.4.1)

10) The Florida Department of Transportation (FDOT) District Six Standard Operating Guidelines, Incident Management Operations (4.5.4.1)

11) The Florida Department of Transportation (FDOT) District Six Traffic Incident Management (TIM) Procedural Plan (4.5.4.2)

12) The Florida Department of Transportation District Six Standard Operating Guidelines, Public Information (4.7.4.1)

13) Florida Department of Transportation District Six TSM&O Office Inventory Guidelines (4.8.4.4)

14) The Florida Department of Transportation District Six Standard Operating Guidelines, IT Services (4.8.4.6)

15) The Florida Department of Transportation District Six TSM&O Office IT/ITS Purchasing Guidelines (4.8.4.5)

16) The Florida Department of Transportation District Six Standard Operating Guidelines, ITS Utility Locates (4.9.4.1)

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17) The Florida Department of Transportation District Six Standard Operating Guidelines, Road Ranger Contract Manager (4.11.6.1)

18) The Florida Department of Transportation District Six Standard Operating Guidelines, Rapid Incident Scene Clearance (RISC) Invoicing and Cost Recovery Package (4.11.6.2)

19) The Florida Department of Transportation District Six Standard Operating Guidelines, ITS Maintenance Program (4.11.6.3)

All versions of the above deliverable documents shall include, at a minimum, the following elements: a Cover Page, Table of Contents, Document Control Table, Page Header, and Page Footer. All documents of similar type (e.g., Standard Operating Guidelines (SOG)) shall be consistently formatted and titled.

The Cover Page shall include:

1) FDOT Logo

2) SunGuide Logo

3) Florida Department of Transportation District Six

4) Document Type Name (e.g., Standard Operating Guidelines, Procedural Plan, etc.)

5) Document Name

6) Representative Image

7) Version Number

8) Version Date

The Document Control Table shall include:

1) Document Title

2) Document Identification Number

3) Version Date

4) Version Number

5) Section Number

6) Section Name

7) Page Number

8) Reason for Revision

9) Revision Author

All final draft documents shall be formatted for 8.5” x 11” printing and delivered in both editable Microsoft Word format (Microsoft 365) and a distributable format (e.g., pdf) unless otherwise specified by the Department.

3.5.2 Publications

The publications listed below are deliverables under this Contract. Throughout the duration of this Contract, the Consultant shall prepare and submit each publication according to the designated schedule. Each publication’s specific requirements and expectations are outlined in their corresponding service section.

1) Organizational Staffing Chart (4.1.5.1)

2) Project Schedule (4.1.5.2)

3) TIM Quarterly Newsletter (4.5.4.3)

4) TSM&O Disseminator (4.7.4.2)

5) Newsflash (4.7.4.3)

6) “What’s New @ the TMC” (4.7.4.4)

7) Road Ranger of the Month (4.7.4.5)

3.5.3 IT Supplementary Lists

The lists identified below are deliverables under this Contract. Throughout the duration of this Contract, the Consultant shall prepare and submit each list according to the designated schedule. Each list’s specific requirements and expectations are outlined in its corresponding service section.

1) IT Five-year Replacement Plan Projection List (4.8.4.1)

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2) IT Hardware, Software, and Services Needs List (4.8.4.2)

3) IT Hardware Surplus List (4.8.4.3)

3.5.4 Deliverable Documents Review and Approval

The Consultant shall provide a draft version of the deliverable to the FDOT District Six TSM&O office representative, for review and comment. The draft version shall have been finalized through the Consultant’s quality assurance/quality control (QA/QC) process prior to delivery to the Department. The draft version shall be provided in an electronic format that allows the reviewer to electronically navigate differences between versions of the document (e.g., DocuSign, Microsoft Word). FDOT will provide comments within fifteen (15) business days of receipt. Rejections will include a written explanation of deficiencies. Upon receipt of FDOT comments, the Consultant is responsible for addressing all FDOT comments and preparing and delivering the final deliverable to FDOT within fifteen (15) business days. The final deliverable shall be free of comments and markups and quality reviewed prior to delivery to the Department by the designated due date. The deliverable will be deemed final only upon written acceptance by the Department. Any revisions to deliverable documents require prior approval from the Department before implementation. The Department reserves the right to request draft versions of unreleased documents at any time, and the Consultant shall promptly provide such drafts upon request.

3.5.5 Order of Precedence

In the event of a conflict or inconsistency between the Exhibit A - Scope of Services and the ITS/TMC Operations Guidelines, Procedures, or Plans, the Exhibit A - Scope of Services shall take precedence.

3.6 Independent Assessments

Over the course of the Contract, the Department may perform independent assessments of the overall ITS/TMC Operations program to strengthen and document program performance and operational effectiveness. Such assessments may address TMC Operations, Incident Management, IT Services, among others. The Department will report findings from those assessments to the Consultant. The Consultant shall assist the Department with the review of the assessments and incorporate the findings into the daily ITS/TMC Operations processes and update the applicable guidance documentation.

4 SERVICES TO BE PROVIDED BY CONSULTANT

The Consultant shall be responsible for delivering the following FDOT District Six ITS/TMC Operations Support Services as outlined in this Scope of Services for the duration of the Contract. The Consultant shall furnish all personnel, vehicles, equipment, materials, licenses, and incidentals necessary to deliver such services:

1) Program and TMC Management Services

2) Freeway Operations Services

3) Arterial Operations Services

4) Express Lanes and Ramp Signaling Operations Services

5) Incident Management Program Services

6) Incident Response Vehicle Operations Services

7) Community Outreach and Customer Support Services

8) TMC Information Technology Services

9) ITS Utility Locates Services

10) IT Data Architect Services

11) TMC Contract Oversight Services

12) Miscellaneous TSM&O and Traffic Operations Services

13) Transition Services

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4.1 Program and TMC Management Services

The Program and TMC Management Services identified for this Contract are primarily managerial and administrative and are global to the services identified for the Contract. These services include, but are not limited to, planning, developing, scheduling, monitoring, coordinating, training, and managing the District Six ITS/TMC Operations Support Services activities being performed under this Contract. The FDOT District Six SOG, Control Room Operations (SOG-CRO) document is intended to document the processes and procedures that the Consultant shall follow to perform the District Six ITS/TMC Operations identified in this section. The latest version of the SOG-CRO document is included as Attachment D.

4.1.1 Program and TMC Management Services - Program Management

The Consultant shall assume responsibility for day-to-day operational management of the STMC under FDOT direction and in accordance with FDOT approved SOGs, policies, and protocols. The Consultant shall staff the STMC and provide the necessary managerial, professional, and support staff to implement and execute on a 24/7/365 basis all the services documented in this Scope of Services and all SOGs, Standard Operating Procedures (SOP), Department protocols, policies, guidelines, and preferences.

The Consultant is fully responsible for the recruitment, scheduling, training, and supervision of all personnel assigned to this Contract. It is the Consultant’s sole responsibility to ensure that all staff possess the necessary skills, background clearances, and expertise to effectively perform their designated tasks. The Consultant shall also ensure that all personnel receive appropriate training for their roles, provide off-duty on-call support, and maintain staffing levels sufficient to meet all operational requirements and minimum staffing thresholds defined in this Scope of Services. All staff training and supervision shall be in accordance with FDOT requirements.

The Consultant shall prepare and maintain an organizational staffing chart, along with a project schedule, to support all services outlined in the Contract. While the Department has specified “Minimum Staffing Positions” in various sections of this Scope of Services, these positions may not fully satisfy all operational requirements detailed in the scope and the applicable SOGs. Therefore, the Consultant must clearly define, and document all required positions and staffing numbers, including managerial, operational, technical, and support roles.

The organizational staffing chart and project schedule shall be designed to ensure maximum operational efficiency within the STMC. This design shall support the fulfillment of all assigned responsibilities in strict alignment with the latest SOG and consistently meet or exceed the established STMC performance measures. The Consultant shall submit the updated staffing chart and project schedule to the Department on a quarterly basis as a deliverable. The Department reserves the right to request modifications at the time of each submittal.

The Consultant shall provide the necessary staff to coordinate operations of the RRSP program, IRV program, and RISC program for FDOT District Six, including dispatching, monitoring, and communicating with the Incident Management resources. The Consultant’s role with the RRSP and RISC programs is limited to operational coordination, dispatch support, monitoring, and reporting. Contract enforcement and contractual performance management remain the responsibility of the Department unless otherwise authorized.

The quality control process is an essential function of the TMC operations. To function in the most efficient manner, the errors which may occur in day-to-day operations need to be identified, collected, reviewed, addressed, and corrected. The Consultant shall adhere to all quality control processes established for the STMC.

The Consultant shall proactively monitor the field equipment and systems and report failures in accordance with the latest version of the SOG-CRO.

The Consultant shall be responsible for performing all duties and undertaking all actions necessary to ensure the effective management and delivery of FDOT District Six ITS/TMC Operations.

The Consultant shall prepare and submit monthly invoices and supporting documents and ensure that all progress reports and other documents are prepared and submitted to the Department in a timely manner.

It is the responsibility of the Consultant to familiarize themselves with the daily activities and responsibilities of the STMC. All current responsibilities and requirements for the STMC operations are defined in the latest version of the ITS/TMC Operations Guidelines, Procedures, and Plans (see Section 3.5.1 within this Scope of Services).

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4.1.2 Program and TMC Management Services - Requirements

At a minimum, the Consultant shall:

1) Provide oversight of all work performed under this Contract.

2) Ensure the quality of services provided by the Consultant and sub-consultants meet or exceed the Contract requirements.

3) Effectively communicate with FDOT District Six TSM&O staff.

4) Ensure coordination with partner agencies such as the Florida’s Turnpike Enterprise (FTE), FHP, Monroe County Sheriff’s Office, GMX, and other responding agencies to incidents within District Six.

5) Recruit, schedule, train, and supervise all personnel assigned to this Contract.

6) Perform administrative duties to support the planning, coordination, implementation, and management of TSM&O Office operations.

7) Keep STMC reception staffed during business hours to welcome visitors, manage check-in/out, and issue badges.

8) Develop, deliver, maintain, implement, and follow project schedule, SOGs, Procedural Plans, Action Plans, Reference Guides, and Training Materials.

9) Manage the Miscellaneous TSM&O and Traffic Operations Services activities performed under this Contract.

10) Respond to request for data internally and externally.

11) Generate all required/requested reports in accordance with all documented guidelines and requirements.

12) Conduct and attend scheduled meetings.

13) Prepare and provide meeting materials.

14) Prepare and provide meeting notes.

15) Purchase and provide operations staff uniforms.

4.1.3 Program Management Meetings

4.1.3.1 Kick-Off Meeting

The Consultant shall attend a Contract kick-off meeting with the FDOT District Six. The kick-off meeting will ensure that all parties have a mutual understanding of the Contract requirements. The kick-off meeting will be scheduled by the District Six TSM&O Office and will be held at the District Six STMC located at 1001 NW 111 Avenue, Miami, Florida 33172. The kick-off meeting will be scheduled as soon as possible after Contract award. The Consultant shall bring, at a minimum, the staff members required to be part of the Transition Services period (see Section 4.1.3

- Transition Services within this Scope of Services) to the kick-off meeting. The Department will prepare the agenda.

The Consultant shall prepare requested program management related materials, take notes of the proceedings of the kick-off meeting and provide the meeting notes and Consultant prepared material to the District Six TSM&O Office within 48 hours after the kick-off meeting.

All travel, material, and subsistence costs for the Consultant’s preparation of materials and attendance at the kick-off meeting shall be the responsibility of the Consultant.

4.1.3.2 Progress Meetings

The Consultant Project Manager shall be required to meet with the Department’s Project Manager for progress meetings throughout the duration of the Contract. Progress meetings shall be scheduled monthly on dates mutually agreed upon by the Consultant and the Department. The Department reserves the right to schedule additional meetings at any time during the duration of this Contract. Progress meetings shall be included within the lump sum cost for Program and TMC Management Services.

4.1.3.3 Continuing Oversight Team Meetings

After Contract award, a continuing oversight team will be established for this Contract by the Department. The continuing oversight team will be comprised of at least four (4) FDOT employees. Within thirty (30) days after its formation, the continuing oversight team shall convene an initial meeting with representatives of the Consultant to

DOT-RFP-26-6202SD-REBID Exhibit A Page 15 of 101 achieve a mutual understanding of the Contract requirements, to provide the Consultant with an orientation to the Contract management process, and to provide an explanation of the role of the continuing oversight team. After the initial meeting, the continuing oversight team shall meet at least monthly.

The Consultant shall be available to attend at least one (1) continuing oversight team meeting every calendar quarter to respond to any questions or requests for information from the continuing oversight team regarding the Consultant’s performance.

The continuing oversight team may submit written questions to the Consultant concerning any items discussed during a continuing oversight team meeting. The Consultant shall respond to any questions within ten (10) business days after receiving the written questions.

4.1.4 Program and TMC Management Services - Minimum Staffing Positions

The Consultant shall provide personnel with the qualifications, skills, and experience to accurately and efficiently carry out the Program and TMC Management Services described in Section 4.1.

The Consultant shall, at a minimum, provide the following positions:

1) Project Manager

2) TMC Office Manager/Executive Administrative Assistant

3) TMC Receptionist

4) TMC Manager

5) Assistant TMC Manager

6) QA/QC Manager

7) Construction Coordinator

8) Special Projects Technical Coordinator

4.1.4.1 Project Manager

The Consultant shall provide a full-time Project Manager (PM).

The PM shall be responsible for, but not limited to, the following:

1) Overseeing and managing all work performed under this Contract.

2) Ensuring that sufficient staff and resources are available for all tasks and activities.

3) Ensuring that all personnel meet the required qualifications and have completed background check documentation prior to assignment.

4) Ensuring that all TMC operations comply with applicable SOGs, SOPs, Department protocols, policies, guidelines, and preferences.

5) Maintaining accountability for the overall operations and functionality of the STMC.

6) Ensuring that the quality of services consistently meets or exceeds Contractual requirements.

7) Notifying the Department of any emergencies or issues.

8) Participating in monthly progress meetings.

9) Serving as the primary point of contact with the Department.

The Project Manager is designated as Key Staff and is required to be on-site at the District Six STMC. Additionally, the Project Manager shall be available on an on-call basis outside of regular business hours, including nights and weekends.

4.1.4.1.1 Project Manager Qualifications

The Consultant’s Project Manager shall possess, at a minimum, the following qualifications:

1) At least one of the following combinations of education and experience shall be met (a., b., c., or d.):

a. Bachelor’s degree in a STEM discipline (science, technology, engineering, or mathematics) and minimum twelve (12) years of experience in a TMC or similar transportation operations facility, of which at least six (6) years shall be in a TMC or similar transportation operations facility project management role, for programs of comparable size and scope.

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b. Master of Business Administration (MBA) and minimum twelve (12) years of experience in a TMC or similar transportation operations facility, of which at least six (6) years shall be in a TMC or similar transportation operations facility project management role, for programs of comparable size and scope.

c. Bachelor’s degree and minimum twelve (12) years of experience in a TMC or similar transportation operations facility, of which at least eight (8) years shall be in a TMC or similar transportation operations facility project management role, for programs of comparable size and scope.

d. Minimum fifteen (15) years of experience in a TMC or similar transportation operations facility, of which at least ten (10) years shall be in a TMC or similar transportation operations facility project management role, for programs of comparable size and scope.

2) Strong leadership, interpersonal and team-building skills.

3) Demonstrated understanding of core management principles, including planning, organizing, directing, and controlling work activities.

4) Demonstrated knowledge of managing a 24/7/365 operations facility that provides incident management functions requiring coordination with stakeholders and emergency response agencies.

5) Proficiency in developing and maintaining project schedules using Microsoft Project or similar scheduling system.

6) Ability to clearly communicate technical information to both technical and non-technical audiences.

7) Ability to work alternate work schedules and be on-call 24 hours/day.

8) Ability to write technical reports and correspondence.

9) Demonstrated initiative, innovation, and a continuous improvement mindset.

10) Ability to prioritize and perform effectively in a fast-paced, rapidly changing environment requiring both proactive and reactive operational decision-making.

11) Knowledge and ability to create monthly invoices and project status budget reports.

12) Ability to manage team operations by directing and coordinating activities consistent with established goals, objectives, and policies.

13) Ability to provide direct oversight of managerial, operational, technical, and administrative support staff.

14) Ability to provide direction and structure for operating units.

15) Ability to support development of policies, procedures, and strategic planning initiatives, as requested by the Department.

16) Ability to ensure deliverables, work products, and implemented improvements meet Department quality standards and performance objectives.

4.1.4.2 TMC Office Manager/Executive Administrative Assistant

The Consultant shall provide a full-time TMC Office Manager/Executive Administrative Assistant (TMC OM/EAA), who shall work directly for the FDOT District Six TSM&O Program Engineer. The TMC OM/EAA shall perform a wide range of administrative duties to support the planning, coordination, implementation, and management of TSM&O Office operations in alignment with FDOT District Six SOG, Administration (SOG-ADM).

The TMC OM/EAA shall be responsible for, but not limited to, the following:

1) Scheduling and maintaining conference room booking.

2) Assisting TMC personnel with administrative support.

3) Managing office supplies and equipment.

4) Maintaining filing systems.

5) Overseeing building access and key inventories.

6) Coordinating facility maintenance and janitorial services with FDOT facilities.

7) Managing administrative tasks through established channels.

8) Overseeing support functions for the STMC.

9) Ensuring the effective implementation of policies and procedures related to document production, workflow management, filing systems, supply oversight, records maintenance, and clerical services.

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The TMC Office Manager/Executive Administrative Assistant is designated as Key Staff and is required to be on-site at the District Six STMC. The position shall be staffed during normal business hours of the STMC (Monday thru Friday, 8:00 AM to 5:00 PM).

4.1.4.2.1 TMC Office Manager/Executive Administrative Assistant Qualifications

The Consultant’s TMC Office Manager/Executive Administrative Assistant shall possess, at a minimum, the following qualifications:

1) Five (5) years of experience performing comparable administrative and office management duties in a fast-paced, operations-focused environment.

2) Strong working knowledge of professional office practices, procedures, and business principles.

3) Proficiency with Microsoft Windows and Microsoft Office Suite (Word, Excel, Outlook, Teams).

4) Demonstrated experience supporting invoicing, expense tracking, purchase documentation, and administrative cost controls, including coordination with project/accounting staff to ensure timely and accurate submittals.

5) Proficient in all office-related equipment.

6) Familiarity with the FDOT purchasing process.

7) Familiarity with the preparation and submittal of vendor invoices to FDOT.

8) Ability to prepare clear, accurate meeting minutes, maintain organized records, and file materials based on ISO 9001 standards (or equivalent quality management system).

9) Strong interpersonal skills and ability to work effectively with FDOT staff, consultants, and stakeholders.

10) Ability to clearly communicate information regarding the District’s TSM&O Program and STMC to all tours and visitors.

11) Ability to coordinate competing priorities and support real-time operational needs as directed.

4.1.4.3 TMC Receptionist

The Consultant shall provide a full-time TMC Receptionist for the STMC to deliver administrative support services.

All tasks shall be carried out in accordance with the SOG-ADM.

The TMC Receptionist shall be responsible for, but not limited to, the following:

1) Always maintaining a staffed reception area.

2) Receiving and welcoming visitors to the STMC and ensuring proper visitor sign-in and sign-out procedures, including issuance and collection of visitor badges.

3) Answering and directing incoming telephone calls to the STMC.

4) Assisting with call transfers from the FDOT District Six Traffic Operations Office and other FDOT offices on an as-needed basis.

5) Filing, distributing, and maintaining correspondence and administrative records, as applicable.

6) Coordinating and scheduling meetings, including any required logistics support.

7) Managing conference room reservations and scheduling.

8) Managing ISO document control, and related administrative tracking.

9) Performing other administrative tasks as assigned by the Department.

This is a required position that shall be on-site at the District Six STMC. The position shall be staffed during normal business hours of the TMC (Monday thru Friday, 8:00 AM to 5:00 PM).

4.1.4.3.1 TMC Receptionist Qualifications

The Consultant’s TMC Receptionist shall possess, at a minimum, the following qualifications:

1) Excellent written communication skills.

2) Excellent verbal communication and telephone etiquette skills.

3) Proficiency in the use of Windows and Microsoft Office applications (e.g., Word, Excel, Outlook).

4) Working knowledge of telephone systems, scheduling tools, and standard office equipment (e.g., printers, copiers, scanners).

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5) Professional demeanor, strong customer service orientation, and a positive attitude.

4.1.4.4 TMC Manager

The Consultant shall provide a full-time TMC Manager to support the Department with management and coordination of operations at the STMC.

The TMC Manager shall be responsible for, but not limited to, the following:

1) Providing day-to-day management of the Control Room Operations staff, resources, and activities.

2) Providing problem resolution concerning Control Room Operations.

3) Ensuring all tasks are carried out in accordance with the SOG-CRO, and all applicable standards, protocols, policies, guidelines, and Department preferences.

4) Supervising and directing Control Room personnel, including performance monitoring and assignment of work priorities.

5) Overseeing staff training and certification.

6) Managing and maintaining required operational documentation and records.

7) Coordinating and attending meetings with the Department and stakeholders as required.

8) Supporting incident management activities, including operational coordination and escalation as required.

9) Ensuring effective communication with STMC partners and regional agencies.

10) Preparing reports, and supporting updates to operating guidelines, procedures, and documentation.

11) Leading efficiency improvements and software upgrades.

The TMC Manager is designated as Key Staff and is required to be on-site at the District Six STMC. Additionally, the TMC Manager is expected to share “on-call” responsibilities, including weekends and nights.

4.1.4.4.1 TMC Manager Qualifications

The Consultant’s TMC Manager shall possess, at a minimum, the following qualifications:

1) At least one of the following combinations of education and experience shall be met (a. or b.):

a. Bachelor’s degree and minimum five (5) years of experience managing or overseeing day-to-day TMC or similar transportation facility operations, for programs of comparable size and scope.

b. Minimum nine (9) years of experience managing or overseeing day-to-day TMC or similar transportation facility operations, for programs of comparable size and scope.

2) Comprehensive knowledge of TSM&O strategies and traffic engineering principles.

3) Comprehensive knowledge of incident management operations and response coordination.

4) Demonstrated ability to provide formal training to and monitor performance of subordinate staff.

5) Demonstrated ability in the use of advanced traffic management system (ATMS)…