EXHIBIT "A" SCOPE OF SERVICES TAMPA BAY TO NORTHEAST FLORIDA CORRIDOR EVALUATION STUDY

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1 EXHIBIT "A" SCOPE OF SERVICES TAMPA BAY TO NORTHEAST FLORIDA CORRIDOR EVALUATION STUDY PURPOSE The Florida Department of Transportation (Department) requires the professional planning and Project Development and Environment (PD&E) services of a consultant to perform various tasks in support of the Tampa Bay to Northeast Florida Future Corridor evaluation. Tasks for this contract shall build upon the information and recommendations contained in the Department s Tampa Bay to Northeast Florida Study Area Concept Report, October 2013, as well as feedback from the Stakeholder outreach performed in early This proposed corridor study area is envisioned to be a multimodal and multiuse corridor with the potential for inclusion of emerging technologies and utilities. The following are major areas of work: Conducting evaluation studies of the study area to identify and assess potential alternative multimodal solutions to the anticipated mobility and connectivity needs; work with partners to build consensus around potential solutions; identify cultural, social, natural and physical resources; and develop an action plan for future work on viable corridors. These activities shall follow the Alternative Corridor Evaluation (ACE) as described in Part 1, Chapter 4 and Part 2, Chapter 6 of the PD&E Manual. Coordinate activities relative to Working Groups, Task Forces, interagency coordination group or other groups created to study the project. Tasks to obtain meeting venue space, prepare meeting notices, presentations, materials, meeting minutes, summary reports and follow up activities may be included. Provide Public Outreach and Public Involvement for the project, including developing and implementing a Public Involvement Program. The Consultant shall coordinate all activities necessary for the Department to hold or participate in various public meetings, which may include, meetings with the public, elected and appointed officials, stakeholders, public interest groups, and agencies, etc. Perform services to support the study and evaluation of the multimodal, multiuse corridor as directed by the Department Project Manager. PROJECT APPROACH The Consultant will be required to assist the FDOT Staff in the performance of some or all of the tasks as identified in the next section of this Scope of Services. The Consultant s work will be managed by one Central Office 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. A 1

2 Each Task Work Order shall identify a Department Task Manager(s) who will manage the task and maintain coordination with the Department Project Manager(s). Each Task Work Order shall include product/deliverable requirements, schedules, staffing requirements (to include the amount of time the Consultant staff may need to be in Tallahassee, Ocoee or other location), documentation requirements, and details of compensation. It is anticipated that outreach and policy task work orders will be managed by Central Office Task Manager(s), and technical tasks will be issued by Turnpike Enterprise (FTE) staff. Due to the size and the complexity of transportation connectivity issues within the study area, the Tampa Bay to Northeast Corridor may be subdivided into sub-study areas to facilitate the phasing of the consensus building and the evaluation process as directed by the Department Project Manager. Pursuant to 23 Code of Federal Regulations transportation planning studies and project development, federal funds will be only be used to undertake multimodal, systems-level corridor or subarea planning study as part of the statewide transportation planning process. Specifically, these corridor or subarea studies may result in producing any of the following for a proposed transportation project: (1) Purpose and need or goals and objective statement(s); (2) General travel corridor and/or general mode(s) definition (e.g., highway, transit, or a highway/transit combination); (3) Preliminary screening of alternatives and elimination of unreasonable alternatives; (4) Basic description of the environmental setting; and/or (5) Preliminary identification of environmental impacts and environmental mitigation. Each Task Work Order shall be developed by the Department s Project Manager and/or Task Manager(s) in cooperation with the Consultant. No work may proceed prior to execution of the task work order. TASK DESCRIPTIONS The Department requires the services of a Consultant that will be creative and responsive in developing a sound analytical approach with a solid public and partner involvement plan to achieve the goals of this project. This project covers a large, diverse geographic area and will require an experienced, multi-disciplined team to provide necessary resources throughout the entire study area. Following is a listing of potential work activities requiring consultant assistance, in no particular order. A. Evaluation Study Coordination and Communications The Consultant will be required to provide the following: A 2

3 Providing quality control and assurance for all tasks and work activities assigned, including sub-consultant tasks; establishing and maintaining project communications within the Consultant team, 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. Developing, publishing, and distributing newsletters, brochures, presentation materials or other desktop publications in support of one or more tasks. Developing and conducting workshops on transportation or transportation related subjects. Developing and holding external and internal meetings. Providing Website, SharePoint Site, or other application assistance to enhance partner and public involvement and other communications needs related to tasks in this contract. Participation in review of various FDOT documents, revising them as required, and providing assistance to publications staff as required as they prepare for printing. B. Tampa Bay to Northeast Florida Future Corridors Initiative The Consultant will be required to provide Future Corridors Policy and Technical Support related to the Corridor and implementation of the Florida Transportation Plan (FTP), and may be required to provide other related Intergovernmental Coordination and Support Services, including: Provide overall policy support for the Corridor initiative, including development and maintenance of policy documents, guiding principles, goals, and objectives. Provide overall management support for the Corridor initiative, including development and maintenance of work plans, schedules, and other documentation and assistance in coordination with Department staff and other consultants supporting this corridor initiative. Provide assistance with the Department s intergovernmental coordination activities related to the Corridor initiative, including support for quarterly meetings of the Future Corridors interagency coordination group, or other Corridor groups. Provide assistance and expertise with the Department s partner and public involvement activities related to the Corridor initiative, including development and maintenance of a partner and public involvement plan; assistance with advisory A 3

4 groups established by the Department; participation in briefings, workshops, and other partner meetings as requested by the Department s Task Manager(s); and development and maintenance of websites, brochures, presentations, and other communication tools to share information about the Corridor initiative; Coordinate Corridor planning activities with other Department activities related to Florida Transportation Plan (FTP) implementation, SIS Strategic Plan implementation, the Florida Freight Mobility and Trade Plan, and statewide modal plans. Perform planning, policy or economic analyses of proposed changes to Florida Statutes relative to the Corridor. Participate in the development of the Tampa Bay to Northeast Florida Corridor Evaluation study. Activities will be coordinated with Central Office, FTE, and Districts 2, 5, and 7. Prepare research and documentation to screen the corridor through the FDOT s Efficient Transportation Decision Making Process. Apply statewide travel demand models, econometric models, environmental screening, and other decision support tools to support the Corridor Concept and Evaluation studies. Coordinate Corridor planning activities with other agency activities as directed by the Department s Task Manager(s). Provide technical and policy support to regional visioning initiatives in the project study area, as directed by the Department Project Manager. Activities may include coordination with partner organizations including metropolitan planning organizations, local governments, and other transportation planning entities; participating in stakeholder and public meetings related to the Corridor evaluation, visioning process; and providing high-level policy and technical review of visioning products. C. Partner and Public Outreach and Plan Reconciliation The Consultant may be required to provide professional services for the Tampa Bay to Northeast Florida Corridor partner and public outreach and plan reconciliation needed for various work products: 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 for the development of the Corridor outreach plan. Implementing policy level public and partner involvement efforts related to the Corridor Evaluation Study. Assisting the Department and stakeholder groups/task forces in developing guiding principles and consensus regarding corridor improvement alternatives. A 4

5 Development and implementation of a partner and public involvement program and interagency coordination activities to support specific technical and policy analysis, document development, update, revision or amendment. Perform all services necessary to advertise, send notices and conduct a Public Information Meeting, or other meetings/forums and prepare responses to comments from the meetings. Working with other planning organizations during the development, adoption, and amendment of the various work products. Developing and updating guidelines to be used in the study of the Corridor Plan with other transportation plans. Developing training/orientation program(s) and audio/visual materials for presentations to staff, technical and citizen advisory committees, and the general public regarding the Corridor study. D. Planning and Project Development and Environmental Studies (PD&E) for the Tampa Bay to Northeast Florida Corridor Potentially provide services for Planning and/or PD&E tasks for the continued evaluation of the Tampa Bay to Northeast Florida corridor. Preparation of scope of services for one or more PD&E studies and the oversight of future PD&E projects may be required. RESPONSIBILITIES OF THE CONSULTANT A. The Consultant shall 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 shall meet with the Department s Project Manager on a regular basis. The Consultant Project Manager shall also meet with each Department Task Manager(s) as described in each Task Work Order to accomplish the required work. B. The Consultant Project Manager shall provide monthly progress reports, in the format required by the Department by Task Work Order no later than 15 calendar days following the invoice period being reported on. The monthly progress reports shall 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 agreed upon 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 s Project Manager and/or Task Manager(s), shall charge time to that specific task work order. Any A 5

6 classifications different from the contract list must be approved by the Department s Project Manager and Procurement Office. D. The Consultant shall 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(s), in a timely manner to complete all assigned work within the Task Work Order schedule. If, at any time, the Department s Project Manager determines that the number or expertise of particular staff assigned to a specific task is inadequate, the Department s Project Manager shall coordinate with the Consultant Project Manager, who shall ensure adequate staff with the proper level of expertise is made available to ensure the timely completion of the work. E. The Consultant shall maintain staff in Tallahassee, Ocoee or other locations as defined in Task Work Orders. F. The Consultant shall perform all analyses, develop recommendations, and document all work within the required time schedule as defined in the Task Work Orders. The Consultant shall 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 Department in accordance with this Agreement. The sub-consultants must be approved by the Department s Project Manager 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 sub-consultant to be hired, the work assignments to be performed, and all rates of compensation shall be requested in writing and agreed to by the Department s Project Manager and Procurement Office prior to any work being performed by the sub-consultant. H. The Consultant shall 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 contract. I. The Consultant shall ensure that all policies, procedures, standards, and other information applicable to the services are understood and followed by the appropriate consultant staff, including sub-consultants. The Consultant shall 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. A 6

7 J. The Consultant shall 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(s), or upon completion of all work for the applicable Task Work Order, whichever comes first. All computer documents shall be 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. A 7