Scope of Work.pdf

Scope of Work

The Work shall consist of the following activities:

Section No. Title

1. Revenue Opportunities Assessment

2. Advertising Procurement and Administrative Support

3. Property Management System Implementation

4. Administration and Management of Existing Agreements

5. New and/or Renewal Agreement Development Services

6. Remediation of Property Encroachments

7. Private Grade Crossing and Agreement Initiation and Administration

8. Station brokerage services

9. Real Estate Advisory Services

The Contractor shall collaborate with CTDOT to develop and deploy policies and procedures for the Scope of Work and meet regularly with CTDOT to update the same throughout the Term and.

The Contractor shall perform all Work in compliance with all applicable federal, state and local laws, rules and regulations, and other instructions from CTDOT, all of the foregoing as may be revised from time to time throughout the Term.

1 REVENUE OPPORTUNITIES ASSESSMENT

1.1 Revenue Opportunities

The Contractor shall identify and evaluate existing and potential revenue-generating opportunities on State public transportation properties, including but not limited to advertising, and shall provide estimates of potential revenue associated with such opportunities.

1.2 Revenue Generating Discussions

As part of this effort, the Contractor shall participate in a sufficient number of meetings, as determined by CTDOT, to gain an understanding of the rail and transit corridors regarding their suitability for revenue generating opportunities, such as advertising.

1.3 Revenue Opportunity Reporting

The Contractor shall prepare a written report and submit to CTDOT for review no later than 90 days after Notice to Proceed (or later date as directed by CTDOT), that identifies the opportunities and revenue ranges reflecting overall scale for each identified opportunity.

2 CTDOT ADVERTISING SUPPORT SERVICES PROCUREMENT AND

ADMINISTRATIVE SUPPORT

2.1 Advertising Support

Upon request by CTDOT, the Contractor shall assist CTDOT in the development and finalization of one or more request(s) for proposals and contract(s) for advertising services with respect to public transportation properties and related assets. CTDOT seeks to maximize advertising revenues across its railroad corridors (including both freight and passenger territories) and other public transportation facilities by consolidating advertising contracts and providers.

The Contractor shall assist CTDOT in conducting the procurement of advertising services, including request for proposal (“RFP”) development and evaluation of proposals.

2.2 Procurement Schedule

The Contractor shall develop and submit a procurement schedule to the CTDOT within the first thirty (30) days following the Notice to Proceed for this task. The schedule shall outline all procurement milestones, and the Contractor shall provide bi-weekly progress updates, or more frequently as needed, as determined by CTDOT.

2.3 Solicitation Requirements

The Contractor shall prepare the RFP to be published by CTDOT personnel. The Contractor shall provide support services throughout the RFP process, including but not limited to addenda and requests for information as required.

3 PROPERTY LICENSE MANAGEMENT SYSTEM

3.1 Property Management System (“PMS” or “System”)

In performing the Work the Contractor shall deploy a property management system (“PMS” or System”) that best supports the CTDOT’s business needs described in this SOW In connection therewith, the Contractor shall document business requirements, evaluate commercially available third-party platforms, and recommend a solution based on functionality, integration capability, and cost considerations. The PMS shall achieve, at a minimum, the requirements set forth in Section 3 of this Scope of Work and provide access for CTDOT users (with any required licensing arranged by the Contractor).

3.2 Upon issuance of NTP by CTDOT, the Contractor shall procure any required rights or licenses, configure, and deploy the selected System. The procurement of any software license or subscription, and related System services required for Contractor and CTDOT use of the System shall be considered incidental to and within the scope of Work. At the end of the Term, the PMS shall remain in place for continued use by CTDOT and any successor contractor, provided the licenses or subscriptions are maintained.

3.2 Functionality

The PMS shall have the ability to provide the following capabilities, at a minimum:

3.2.1 GIS Functionality:

Display the location and boundaries of rail file agreements. Allow for the digital identification of potential encroachments.

3.2.2 Tracking Capabilities:

Enable the Contractor and CTDOT staff to monitor instruments related to the railroad right-of-way and rail property such as easements, entry permits, leases, and license agreements and associated information including expiration dates, payment status, insurance compliance, and property description and condition.

3.2.3 Ad-Hoc Search and Reporting:

Provide flexible search and reporting capabilities

3.2.4 Automated Notifications

Send automated notifications to licensees, lessees, permittees, and tenants regarding expiration dates, payment status (including dunning letters), and insurance compliance.

3.2.5 Property Entry Permit System (PEPS)

online application intake solution to intake property entry permit applications for utility and non-utility uses of railroad right-of-way, and associated fee, provided all State requirements with respect to credit card processing and depositing of revenue are met.

4 ADMINISTRATION AND MANAGEMENT OF EXISTING AGREEMENTS

4.1 Initial Transition

No later than 90 days after CTDOT’s issuance of NTP, the Contractor shall submit to CTDOT for review and approval a comprehensive written plan, including a proposed timeline, for assuming management of all pre-existing utility and non-utility license and lease agreements along the railroad right-of-way. The plan shall address, at a minimum, agreement inventory validation; verification of agreement terms, payment status, and permitted uses; data review and correction to ensure database accuracy and integrity;

and procedures for ongoing record maintenance and auditability. The plan shall further describe processes for payment monitoring, certificate of insurance review and incompliance tracking, use and site compliance monitoring, inspections as applicable, delinquency identification and follow-up, escalation protocols, licensee and lessee communications and notice procedures, cure periods, enforcement actions, and coordination with the CTDOT for agreement termination and eviction. The plan shall also identify roles and authority levels, approval thresholds, reporting and performance metrics, and transition and change management considerations to ensure continuity, compliance, and revenue protection. The Contractor shall perform agreement administration and management activities under the Agreement in accordance with the approved plan.

4.2 Certificate of Insurance (COI) Compliance

The Contractor shall ensure that the second parties to all agreements maintain current certificates of insurance. If the second party fails to produce an annual certificate of insurance, the Contractor shall issue automated dunning letters. If any letters are returned due to an invalid or rejected address, the Contractor shall perform the necessary follow-up and update the database accordingly.

4.3 Delinquency Letters

The Contractor shall ensure payment compliance for all utility and non-utility lease and license agreements along the railroad right-of-way. If a second party fails to remit payment, the Contractor shall issue delinquency notices (dunning letters), notifying CTDOT personnel, and update the database to reflect missed payment(s).

4.4 Delinquency Report

The Contractor shall prepare and submit monthly reports to designated CTDOT personnel detailing all second parties who have not made payments for more than ninety (90) days. Each report shall include recommendations regarding which second parties shall be referred to collections; however, the State will retain full authority over any collection actions.

4.5 Revenue Collection and Management

As part of the PMS automation of administrative functions, the Contractor shall deploy a system: (a) for management of revenue collection, including automation of administrative functions through the system; and (b) a process for permittees/licensees/lessees to make electronic payments of fees/rents owed to CTDOT, with revenues depositing into the State’s bank account, subject to any State requirements identified by CTDOT.

4.6 Terminations and Evictions

CTDOT personnel shall coordinate the termination of any delinquent or non-compliant licensee with the Contractor. All termination actions shall be directed by the CTDOT and, if required, the Office of the Attorney General.

5 NEW AND/OR RENEWAL AGREEMENT DEVELOPMENT SERVICES

5.1 Agreement Templates

The Contractor shall obtain the necessary utility and non-utility lease and license agreement templates from CTDOT and coordinate with the legal unit to update these templates as needed based on the State’s periodic issuance of revised standard contract provisions or other required or best practices language.

5.2 Agreement Processing

The Contractor shall serve as the primary drafter of agreements, responsible for compiling all required terms from a term sheet provided by CTDOT staff and incorporating rates from CTDOT’s most recent rate information. Using a pre-determined CTDOT agreement template, the Contractor shall coordinate with designated CTDOT personnel, who will act as the lead and guide the Contractor through CTDOT’s agreement process, as described in Attachment A to the Scope of Work.

5.2.1 Review Coordination

The Contractor shall coordinate with designated CTDOT staff to schedule meetings to review and approve drafted agreements.

5.3 License/Lease Renewal Services

The Contractor shall provide rail license or lease renewal services for expired utility and non-utility agreements. CTDOT will provide a list to the Contractor.

5.4 Compliance Tracking

The Contractor shall deploy the System to track licensee and lessee compliance with agreement requirements including without limitation:

(a) tracking deadlines for licensees’/lessees’ payment of license fees and rents and submitting updated insurance certificates;

(b) issuing reminders to licensees regarding noncompliance.

The Contractor shall notify CTDOT of defaults and provide support to CTDOT as it pursues available remedies under the applicable agreement.

5.5 Right of Entry, Licenses/Lease Requests

At the direction of CTDOT, the Contractor shall prepare new rail agreements for review by CTDOT and signature by the licensee or lessee, with processing by CTDOT through its signature and approval process. This includes new utility and non-utility agreements along the railroad right-of-way requested by CTDOT, including projects and private requests that would be routed to the Contractor.

The Contractor shall assist CTDOT with developing templates based on type of occupation, entry, or use of the property, including without limitation customized provisions related to the scope of use and location (such as, surface, underground, aerial).

Upon CTDOT approval of licensing, lease or other use requests (such as right of entry permits, concession agreements, and the like), the Contractor shall generate the appropriate instrument based on templates and submit to CTDOT for review.

6 REMEDIATION OF PROPERTY ENCROACHMENTS

6.1 Encroachment Identification

In cooperation with CTDOT, the Contractor shall accurately identify encroachments on State rail property.

6.2 Encroachment Enforcement and Removal

Contractor shall perform, or engage a subcontractor(s) to perform, surveys. Upon direction by CTDOT, Contractor shall extend licenses to encroaching parties, install fencing and/or other barriers, and provide other resources for prevention or mitigation of encroachments.

7 PRIVATE GRADE CROSSING AGREEMENT INITIATION AND ADMINISTRATION

7.1 Initiation and Administration

The Contractor shall assist in developing a template agreement for the licensing of private rail crossings located on State property.

8 MTA/MNR PIPE AND WIRE AGREEMENT TRANSFER TO CTDOT

8.1 Transfer of Agreements Previously Managed by Metro-North

The Contractor shall coordinate the transfer into the System of license and lease agreements, along with other, similar agreements, such as pipe and wire agreements, and the records related to such agreements that were previously administered by

MTA/MNR.

8.2 Agreement Update

As part of the transfer process, the Contractor shall identify for CTDOT the provisions in any agreements that require updating, including license fees, insurance requirements and liability provisions, and assist CTDOT with preparing the required amendment or superseding agreement.

9 STATION BROKERAGE SERVICES

9.1 Brokerage Services

If requested, the Contractor shall assist CTDOT in soliciting tenancy and concession opportunities for up to twenty (20) potential tenants at major Connecticut rail stations, including but not limited to Stamford, Bridgeport, and New Haven Union Station. Such assistance shall include, at a minimum, development and issuance of RFPs, which shall be posted on State portal “CTSource,” evaluation and selection of tenants and/or concessionaires, development and finalization of lease, license, and concessionaire agreement templates, and support to CTDOT in obtaining all required approvals in accordance with the applicable approval process.

10 REAL ESTATE ADVISORY SERVICES

10.1 Real Property Management

As requested by CTDOT, the Contractor shall provide up to ten (10) hours per month of advisory services related to the management of real property located along rail lines or other public transportation properties. The Contractor shall advise CTDOT on improving business processes, property occupancy management, and revenue enhancement strategies.

The Parties shall participate in a monthly Microsoft Teams or other remote meeting dedicated to advising the CTDOT team on industry’s best practices, recommendations, and follow-up items. The Contractor shall prepare and submit a written monthly report summarizing each meeting, including recommendations, action items, and next steps.

Attachment A

License Agreement Process Map

(Included separately as PDF)

ATTACHMENT B

COMPENSATION STRUCTURE

(to be negotiated)