RFP_for_Automated_Asset_Data_Collection_2025_10_07.pdf

EXHIBIT A: TECHNICAL SPECIFICATIONS

FOR

AUTOMATED ASSET DATA COLLECTION

Project ID: 26-P-0004

1. PROJECT DESCRIPTION

1.1 The City of Tampa (COT) Mobility Department is soliciting Automated Asset Data Collection services, which include documenting the state and location of right-of-way facilities such as roads, sidewalks, signs, and markings. Collected information will be published in the City's geographic information platform (ArcGIS) and referenced for transportation project planning and right-of-way analysis.

1.2 COT maintains a paved road system with approximately 1,300 centerline miles and lane miles not exceeding 2,800.

1.3 COT will provide ArcGIS files for assets to be surveyed and publish an online GIS image of the existing roadway system.

2. SCOPE OF SERVICES

2.1 Pavement Survey: Each road segment assessment must include a PCI between 1 and 100 as determined by ASTM D6433 and E3303 methodology, with data for attributes such as cracking (%), raveling (%), potholes (#), patching (%), rut depth (mm), roughness (mm), surface type, number of lanes, pavement width, and cross-fall (%).

2.2 Pavement Subsurface Survey: Each road segment assessment must be assigned a required and effective structural number (SN), respectively, with data for attributes used to determine the values, such as temperature, surface curvature index, maximum normalized deflection, normalized deflection, subgrade resilient modulus, and effective payment modulus.

2.3 Sidewalk Segment Survey: Each sidewalk assessment must include the location, with data for attributes such as missing curb ramps, gaps, width, and length.

2.4 Sign Survey: Each sign assessment must include a subjective condition rating of Good, Fair, or Poor, with data such as type, obstacles, surface/cracking, graffiti, physical damage, retroreflectivity, color fading, structural damage data, obstruction, missing, orientation, and/or visual obstruction.

2.5 Pavement Marking Survey: Each pavement marking must include a subjective condition rating of Good, Fair, or Poor, with data such as type, obstacles, surface/cracking, graffiti, physical damage, color fading, structural damage data, obstruction, missing, orientation, and/or visual obstruction.

2.6 Additional Asset Survey (Optional): Extract the condition and location of right-of-way assets from field imagery and match COT GIS IDs for items such as sidewalk ramps, curbs, drainage ditches, drainage structures, driveway aprons, fences, fire hydrants, guardrails, guide rails, landscaping, trees, manhole covers, retaining walls, sound/noise barriers, street furniture, streetlights, bridges, traffic signals, utility poles and valves.

3.0 SPECIFICATIONS

3.1 Data shall be delivered in an ArcGIS shape file and tabular format, using the most recent version of Microsoft Excel and referencing COT's Road Centerline ID and latitude and longitude coordinates. Attributes will be captured according to an agreed-upon Data Dictionary and matched to additional COT GIS IDs when available.

3.2 Data shall also be delivered in XML format, allowing import into a pavement management software system.

3.3 Right-of-way imagery must be provided so that users can view locations by referencing addresses, latitude and longitude coordinates, and/or Centerline ID without installing software for 3 years.

3.3.1 The Proposer shall provide imagery software licensing and hosting terms.

3.3.2 Imaged information must have the resolution and accuracy to extract asset placement and conditions.

4.0 EQUIPMENT AND PERSONNEL

4.1 Equipment must be certified by an appropriate, industry-recognized, independent third party attesting to its accuracy and repeatability.

4.2 Pavement surveys should be performed using a Class I Profiler, tooled with remote sensor technology, a 3D Laser Crack Measurement System (LCMS), a Differential Global Positioning System (GPS) with at least a 12 MP resolution and capable of geospatially inventorying assets within a +/- 3 ft, and a Distance Measuring Instrument (DMI) accurate to 0.5% of the travelled distance. Pavement subsurface surveys must be performed with a deflectometer or a similar deflection tester.

4.3 Staffing shall be available to perform services within six months and respond to COT meeting and training needs.

5.0 TASKS/DELIVERABLES

5.1 Provide an Asset Collection Work Plan (ACWP) that indicates information such as the methodology, tools, and personnel used to provide the scope of services.

5.1.1 Include a schedule that indicates approximate dates when and where survey vehicles will be in the right-of-way. Staff will use the information to monitor the collection effort.

5.1.2 Provide a Data Dictionary summarizing the attributes and domains used to determine asset conditions.

5.1.3 Provide a Data Quality Management Plan (DQMP) that indicates the criteria and processes for ensuring accuracy and repeatability. DQMP should, at a minimum, include a reference to the following:

• Explanation of how the equipment and software make each measurement type.

• Methods and processes for equipment calibration.

• Data sampling, review, and checking processes.

• Error resolution procedures and data acceptance criteria.

• An initial calibration verification report of approximately one mile is provided before proceeding with the full data collection.

5.2 Provide Field Data for each asset along with the requested GIS, KML, Excel and imagery files. Include a summary of quality control results that indicate data issues.

5.3 Provide employee training on the use of imagery software and data extraction methods for asset condition evaluation.

6.0 SCHEDULE

Field surveys should commence within two months of receiving the Notice to Proceed (NTP). The estimated schedules for the various tasks are summarized in the table below.

Some tasks may be performed concurrently to complete the project within three months.

Task Number Task Description Estimated

Time

Project Setup: Review COT GIS Files, Discuss Data Dictionary Requirements, Confirm Information Accuracy Requirements, and Establish Timelines

1 Week

2 Prepare an Asset Collection Work Plan (ACWP): Prepare a Survey Schedule, Data Dictionary, and Quality Assurance Plan.

1 Month

3 Mobilization and Calibration: Provide an initial calibration verification report by surveying a Specified Test Area.

1 Day

4 Field Data Collection (FDC): Collect data for the paved, COT-maintained roadway system. Submit a quality control report for the FDC.

3 Months

5 Employee Training: Instruct on Access Imagery Software for Data Extraction.

1 Month

7.0 PRICING

Task 1 Project Setup: Review COT GIS Files, Discuss Data Dictionary Requirements, Confirm Information Accuracy Requirements, and Establish Timelines.

Task Details Unit Qty Rate Total

Project Manager Hours Chief Engineer Hours Project Engineer Hours GIS Technician Hours Clerical Hours Total

Task 2 Prepare an Asset Collection Work Plan (ACWP): Prepare a Survey Schedule, Data Dictionary, and Quality Assurance and Control Plan.

Chief Engineer Hours Project Engineer Hours GIS Technician Hours Clerical Hours Pavement Survey and Inspection Lane Miles Pavement Subsurface Survey and Inspection Lane Miles Sidewalk Survey and Inspection Lane Miles Street Sign Survey and Inspection Lane Miles Pavement Marking Survey and Inspection Lane Miles

Task 3 Mobilization and Calibration: Provide an initial calibration verification report by surveying a Specified Test Area.

Chief Engineer Hours Project Engineer Hours GIS Technician Hours Clerical Hours Pavement Survey and Inspection Lane Miles Pavement Subsurface Survey and Inspection Lane Miles Sidewalk Survey and Inspection Lane Miles Street Sign Survey and Inspection Lane Miles

Task 4 Field Data Collection (FDC): Collect data for the paved, COT-maintained roadway system.

Submit a quality control report for the FDC.

Chief Engineer Hours Project Engineer Hours GIS Technician Hours Clerical Hours Pavement Survey and Inspection Lane Miles Pavement Subsurface Survey and Inspection Lane Miles Sidewalk Survey and Inspection Lane Miles Street Sign Survey and Inspection Lane Miles

Task 5 Employee Training: Instruct on Access Imagery Software for Site Review and Data Extraction.

Chief Engineer Hours