EXHIBIT "A" SCOPE OF SERVICES POLICY PLANNING CONSULTANT

Transcription

1 EXHIBIT "A" SCOPE OF SERVICES POLICY PLANNING CONSULTANT PURPOSE The Department requires the professional planning services of a consultant to support Central Office, Office of Policy Planning (OPP) staff in performing various operating and work program tasks, including: enhancing and implementing Florida s statewide and metropolitan planning processes; modifying and implementing the Florida Transportation Plan (FTP) and the Strategic Intermodal System (SIS) Policy Plan; supporting development and implementation of the Shared-Use Nonmotorized (SUN) Trail Network; developing transportation policy alternatives and recommendations; implementing and enhancing the coordination of transportation policy issues with other agencies and the public, including developing and documenting recommendations for improved coordination; and identifying, analyzing and documenting specific long range trends and conditions, various economic and demographic analyses, and transportation system performance, especially related to multiple-partner cooperation. PROJECT APPROACH The Consultant Team will be required to assist the OPP Staff in the performance of some or all of the tasks as identified in the next section of this Scope of Services. The Consultant Team s work will be managed by a Department Project Manager, who will provide a specific definition of the work for each task to be performed by the Consultant as defined in this Scope of Services (see next section) through the issuance of a Task Work Order for each task. Each Task Work Order will identify a Department Task Manager who will manage the task, maintaining coordination with the Department Project Manager. Each Task Work Order will include product/deliverable requirements, schedules, staffing requirements (to include the amount of time the Consultant staff must be in Tallahassee), documentation requirements, and details of compensation. For this project, there is no requirement for the Consultant to have or to open an office in Tallahassee. However, specific key staff (i.e., planner, engineer, and higher classifications) will typically need to be in Tallahassee for certain short periods of time (typically 1 to 4 days on each of a small number of separate occasions) as defined in individual Task Work Orders. There may be one or more occasions when Consultant staff will need to be in Tallahassee for longer periods of time (possibly 2 to 8 weeks). 1 of 10

2 The Consultant may be required to travel throughout Florida for meetings, workshops, and other purposes. Each Task Work Order will be developed by the Consultant under the direction of the Department Task Manager and/or Project Manager, or by the Department Task Manager and/or Project Manager in cooperation with the Consultant; approved by the Director, Office of Policy Planning; and issued by the Department Contract Manager in writing to the Consultant Project Manager for execution by the Consultant prior to any work on the task being initiated. TASK DESCRIPTIONS A. The Consultant Team will be required to provide Project Management Services, and may be required to provide other Support Services, as directed by the Department Project Manager through task work orders, amendments, or revisions, including: 1. Providing project management, production coordination, and quality control and assurance for all tasks and work activities assigned, including subconsultant tasks; establishing and maintaining project communications within the Consultant firm, with all sub-consultants, and with the Department; coordinating with other Department offices, and federal, state, and local agencies, as needed; coordinating with other consultants doing related work for the Department; preparing monthly progress reports; preparing task scopes of services and level of effort estimates; and attending task-related meetings. 2. Providing assistance in performing planning, policy, research or economic analyses of changes to Florida Statutes or federal regulations. 3. Providing assistance in developing and holding workshops on transportation or transportation related subjects, including logistics, audio/visual support, workshop format and planning, outreach, presentation materials, meeting notices and advertisement, public engagement and meeting facilitation, workshop materials, workshop notes or documentation. 4. Participation in review of various OPP documents, plans, and technical memoranda, revising them as required, and providing assistance to publications staff as required as they prepare for printing. 5. Providing assistance in developing and holding internal and external meetings, including logistics, meeting preparation, agenda, meeting materials, outreach, meeting documentation, aggregating and evaluating data, evaluations of meetings, and debriefing management or other staff as necessary. 2 of 10

3 6. Providing assistance in revising and updating training materials and standard operating procedures as necessary for assigned tasks and in actual training activities as required. 7. Developing, publishing, and distributing newsletters, brochures, presentation materials, other desktop publications or other partner and public outreach efforts in support of one or more tasks. 8. Developing, promoting, and hosting web sites and social media. 9. Providing materials for the Department s website to enhance public involvement and other communications needs related to tasks in this contract. Discussions with OPP staff may result in some revisions or additions to these tasks and activities. The Consultant team may recommend additional tasks and activities based on their professional experience and input. B. The Consultant Team may be required to provide assistance in Policy Development and support with Statewide Plans and Implementation, including: 1. Develop, update, amend or revise the Florida Transportation Plan (FTP); the Strategic Intermodal System (SIS) Policy Plan; future corridor plans; trail plans; and other federal, state, and Department plans; including support documents, as required by existing or new federal and Florida laws, rules, and regulations, Presidential and Gubernatorial Executive Orders, and other guidance. 2. Develop, update, amend, or revise performance reports to reflect current transportation plans, Department requirements, and federal and Florida laws and rules, as needed. 3. Monitor and evaluate federal and state laws, regulations, guidance, and best practices that may impact DOT policies related to transportation, air quality, climate trends, and energy conservation. 4. Develop or revise other document(s), as required. 5. Assist in the development of appropriate tools and materials to assist in conveying the impacts of potential policy changes to decision makers and stakeholders. 6. Develop or revise guidelines to implement a performance monitoring process to track the Department's progress toward achievement of the goals, objectives and strategies contained in various Department documents. 3 of 10

4 7. Research state-of-the-art transportation planning practices and tools and make recommendations when developing and amending documents and assist in drafting policies or writing papers/articles. 8. Integrate multimodal, intermodal, and corridor planning, as well as statewide planning factors, into the plans and various OPP and Department processes. 9. Provide assistance to the Metropolitan Planning Organization Advisory Council and its members to provide interagency coordination and technical assistance. 10. Develop procedures and provide interagency coordination, training and technical assistance for the development of Local Government Comprehensive Plans and Regional Planning Council involvement with transportation issues. 11. Provide assistance to the Department staff to implement the consultative planning process for non-metropolitan areas. C. The Consultant Team will be required to provide transportation planning related to Economic Analysis, including: 1. Support the Return on Investment (ROI) program, providing economic analyses as needed; may include work on data processing, statistical analysis and other quantitative measures. 2. Assist OPP, including the ROI Task Team, with coordination with other DOT offices and districts. 3. Provide assistance on further refinements to the Florida Macroeconomic Analysis Model and any other related economic analysis tools needed by the Department and its Partners. 4. Provide economic analysis and technical expertise to the Department related to the Strategic Intermodal System (SIS), the Florida Transportation Plan (FTP), Transportation Corridors, SUN Trail, and other OPP activities. 5. Support OPP economic analysis needs regarding interpretation and review of economic analysis performance measures, methodologies, and tools currently being developed. 6. Provide economic analysis input and guidance regarding the development of Transportation and the Economy trends and conditions reports and summary documents. 4 of 10

5 D. The Consultant Team may be required to assist with transportation planning related to Growth Management and reporting, including: 1. Assist in the development of policies, procedures and guidelines to assist the Districts and coordination with the District Growth Management Coordinators and the Department of Economic Opportunity (DEO) and other agencies in reviewing and assessing the transportation impacts associated with growth and development. 2. Update, revise and implement OPP s work plan and schedule for transportation-related growth management initiatives, including the production of training materials, presentations, and meeting materials. 3. Prepare for and conduct workshops with the FDOT Districts and other interested agencies, including preparation of meeting materials and other presentation materials for the workshops, as well as meeting facilitation and conflict resolution and/or consensus building. 4. Perform research and analyses related to transportation-related growth management activities including statutory requirements, guidelines and other best practices. E. The Consultant Team may be required to assist with Trends, Conditions, Policy Analyses and Demographic Analysis and reporting needed to support various OPP work products and plans, including: 1. Compile, analyze, and report various transportation and transportationrelated trends and conditions, including analysis of existing conditions. 2. Analyze long-range plans of partner groups and coordinate input in development of plan vision, goals, and objectives. 3. Develop or update policy analyses, making use of peer-reviewed literature, public agency reports, and other professionally accepted sources; and development or update of statistical exhibits and projections making use of officially sanctioned or professionally accepted data (e.g., U.S. Census information, Land Use Mapping System and other planning data). 4. Assist OPP as an affiliate of the State Census Data Center to provide annual population estimates and 5-10 year projections based on the population study the Bureau of Economic and Business Research (BEBR). Conduct related analyses. 5. Analyze Census data to prepare maps and develop materials such as presentations, fact sheets, data analysis tools and correspondence to support state activities regarding demographic analysis, the designation of MPOs to represent new urbanized areas and the modification of MPO 5 of 10

6 boundaries and voting membership and other activities as needed. F. The Consultant Team may be required to provide assistance in Revenue and Cost Forecasting, including: 1. Update of the long range revenue forecast and extending the time horizon. 2. Training and technical assistance in using the long range revenue forecast. 3. Incorporating the long range revenue forecast into the appropriate planning processes. 4. Compilation, analysis, and reporting of various construction market leading indicators. 5. Development, update, amendment, or revision of inflation policy and inflation factor updates. 6. Compilation, analysis, and reporting of various revenue and cost estimating processes and systems. 7. Assistance in integrating other economic and demographic analyses into the appropriate planning processes. G. The Consultant Team may be required to assist with Partner and Public Involvement needed to support various OPP work products and plans, including: 1. Develop effective strategies to implement long-standing FDOT principles of partner and public involvement with emphasis on an open and inclusive process with continuous involvement opportunities using a variety of mechanisms. 2. Reconcile various work products and plans with other transportation plans. 3. Develop or update guidelines to be used in the reconciliation of the various work products and plans with other transportation plans. 4. Work with other planning organizations during the development, adoption, and amendment of the various work products and plans. 5. Develop training/orientation program(s) and audio/visual materials that could be used by districts and other agencies staff in presentations to existing and new staff, technical and citizen advisory committees, and the general public. 6. Develop and implement partner and public involvement programs and interagency coordination activities to support specific document 6 of 10

7 development, update, revision or amendment. 7. Develop and implement metropolitan planning processes according to federal and state laws, rules and Department policies. H. The Consultant Team may be required to provide assistance in Transportation Corridor Planning Activities throughout the state, including: 1. Develop policies and principles for the effective use of multi-modal corridor planning to help implement more effective and efficient movement of people and goods, with an emphasis on safety. 2. Enhance processes to guide the planning, design and programming of transportation improvements for all modes that are consistent with the intended function of the corridor, the type of community traversed, community design and maintenance standards, locally designated significant corridors, and the local comprehensive plan. 3. Enhance processes to identify, and cooperatively resolve, apparent conflicts between community visions regarding corridors impacting multiple communities, or between a particular community's vision and the primary function of a corridor of statewide or regional significance on the strategic intermodal system. 4. Apply performance measures and indicators. I. The Consultant Team may be required to provide assistance in SUN Trail Planning Activities throughout the state. RESPONSIBILITIES OF THE DEPARTMENT The Department shall provide a Project Manager who shall be responsible for all coordination with the Consultant pertaining to all contractual matters, invoicing and reporting. The Department shall also designate a manager for each task work order who shall be responsible for working with the Consultant Task Work Order Manager to define the specific work to be performed and the schedule for completion of such work, the Consultant staffing to be provided, and the cost. The Department Project Manager shall be responsible for approval of any additional staffing to be provided including additional consultant staff (approval must be coordinated with the Procurement Office), and shall give approval of all products and services. RESPONSIBILITIES OF THE CONSULTANT TEAM A. The Consultant Team will provide an overall Project Manager who will be the primary point of contact for the Consultant for the scope, schedule, and staffing coordination and completion of all work tasks. The Project Manager will meet with the Department Project Manager on a regular basis. The Consultant Project 7 of 10

8 Manager will also meet with each Task Manager as described in each Task Work Order to accomplish the required work. B. The Project Manager will provide monthly progress reports, in the format required by the Office of Policy Planning, by Task Work Order no later than 15 calendar days following the invoice period being reported on. Invoice periods will be either four weeks or one month long, unless specified otherwise in the applicable Task Work Order. The monthly progress reports will be the basis for evaluation and processing of invoices for payment, so they must be received with or before the corresponding invoices, or the invoices will be rejected. C. The Consultant shall provide and maintain an up-to-date list of staff with agreedto classifications and approved salaries (subject to the contract Exhibit B ) that would be available to be assigned to specific task work orders. No consultant staff, except those specifically identified in a task work order or those specifically agreed to by the Department Project Manager, shall charge time to that particular task work order. Any modifications or additions to the list of available staff must be specifically requested by the Consultant prior to the initiation of any work by that individual, agreed to by the Department s Project Manager and Procurement Office, and if applicable, added to the contract via contract amendment. D. The Consultant will provide sufficient staff, either the specific staff person requested or acceptable staff at defined levels of expertise as agreed to by the Department Project Manager, in a timely manner to complete all assigned work within the Task Work Order schedule. Every key staff person proposed by the Consultant at a professional level (i.e., planner or engineer and above) must have the minimum depth of experience detailed in the qualification requirements for Work Type 13.3, Policy Planning. If, at any time, the Department Project Manager determines that the number or expertise of particular staff assigned to a specific task is inadequate, the Project Manager will coordinate with the Consultant Project Manager, who will ensure adequate staff with the proper level of expertise is made available to ensure the timely completion of the work. E. This contract does not require the Consultant to maintain staff in Tallahassee. However, some tasks described in Task Work Orders may require the Consultant Team to have staff on-site in Tallahassee. Travel to meetings throughout Florida may be required. F. The Consultant will perform all analyses, develop recommendations, and document all work within the required time schedule as defined in the Task Work Orders. The Consultant will ensure that no costs to be billed to the Department are incurred unless contained in an executed Task Work Order or Task Work Order amendment or revision. G. Services assigned to sub-consultants must be approved in advance by the 8 of 10

9 Department in accordance with this Agreement. The sub-consultants must be approved by the Department s Procurement Office, Project Manager and Director, Office of Policy Planning to perform all work assigned to them. Additional sub-consultants with specialized areas of expertise may be required to complete specific Task Work Order assignments. The need for the subconsultant to be hired, the work assignments to be performed, and all rates of compensation will be requested in writing and agreed to by the Consultant Project Manager and the Department s Procurement Office, Project Manager and Director, Office of Policy Planning prior to any work being performed by the subconsultant. H. The Consultant will ensure that no costs to be billed to the Department are incurred for any task: 1) prior to the date of Consultant acknowledgment of the Task Work Order; 2) for wages at a different rate than shown in the Task Work Order; 3) for overtime prior to getting written approval from the Department Task Manager; and 4) for different expenses or for expenses at a unit cost that is higher than shown in the Task Work Order. I. The Consultant will ensure that there are no direct charges included in any Task Work Order or invoice that are part of the audited rate multipliers included in the Contract. J. The Consultant Team will ensure that all state and federal laws and regulations and Department policies, procedures, standards, and other information applicable to the services are understood and followed by the appropriate consultant staff, including sub-consultants. The Consultant will provide any needed training and assistance to each sub-consultant to ensure proper understanding of Department requirements and timely completion of work and processing of invoices. K. The Consultant Team will ensure that invoices, by task work order in the format required by the Department, for all Consultant and sub-consultant costs are received by the Department for processing in a timely manner. If all costs for a particular task work order invoice period are not invoiced within 45 days after the end of that invoice period, all work on that task work order will cease as of that date unless approved otherwise in writing by the Director, Office of Policy Planning. Work will begin again as of the date of Department receipt of an invoice which completes the billing of all costs for the subject invoice period; if that invoice is rejected, the letter of rejection will state whether or not further work is to cease until a corrected invoice is received. L. The Consultant will ensure that all report masters, files, graphics, photographs, overheads, slides, documents stored on computer media, and any other materials produced as part of the Contract are delivered upon request to the Department s Project Manager, or upon completion of all work for the applicable Task Work Order, whichever comes first. All computer documents will be 9 of 10

10 prepared and delivered in standard Department software unless otherwise specified in a Task Work Order for documents to be produced for that Task Work Order. CONSULTANT NOT EMPLOYEE OR AGENT The Consultant and its employees, agents, representatives, or subconsultants/ subcontractors are not employees of the Department and are not entitled to the benefits of State of Florida employees. Except to the extent expressly authorized herein, Consultant and its employees, agents, representatives, or subconsultants/ subcontractors are not agents of the Department or the State for any purpose or authority such as to bind or represent the interests thereof, and shall not represent that it is an agent or that it is acting on the behalf of the Department or the State. The Department shall not be bound by any unauthorized acts or conduct of Consultant. OWNERSHIP OF WORKS AND INVENTIONS The Department shall have full ownership of any works of authorship, inventions, improvements, ideas, data, processes, computer software programs, and discoveries (hereafter called intellectual property) conceived, created, or furnished under this Agreement, with no rights of ownership in Consultant or any subconsultants/ subcontractors. Consultant and subconsultants/subcontractors shall fully and promptly disclose to the Department all intellectual property conceived, created, or furnished under this Agreement. Consultant or subconsultant/subcontractor hereby assigns to the Department the sole and exclusive right, title, and interest in and to all intellectual property conceived, created, or furnished under this Agreement, without further consideration. This Agreement shall operate as an irrevocable assignment by Consultant and subconsultants/subcontractors to the Department of the copyright in any intellectual property created, published, or furnished to the Department under this Agreement, including all rights thereunder in perpetuity. Consultant and subconsultants/subcontractors shall not patent any intellectual property conceived, created, or furnished under this Agreement. Consultant and subconsultants/ subcontractors agree to execute and deliver all necessary documents requested by the Department to effect the assignment of intellectual property to the Department or the registration or confirmation of the Department s rights in or to intellectual property under the terms of this Agreement. Consultant agrees to include this provision in all its subcontracts under this Agreement. 10 of 10