Florida DOT District Four / Ad No. 15414 May 15, 2014 Attn: Jessica Rubio / D4.profserv@dot.state.fl.us Dear Ms. Rubio: Quality Assurance, Experience, Promptness, Loyalty, Dedication, Commitment and Team Work are some of the qualities that the C H Perez and Associates (P&A) Team brings to the Florida Department of Transportation, District IV Planning and Environmental Management Office- Transportation Statistics (TranStat) staff, on this Districtwide Statistics Data Collection and Analysis Contract. P&A has completed numerous data collection efforts for the TranStat staff over the last several years as a subconsultant on this very same type of contract and is proud to have been part of the District's success. At P&A we are excited at the opportunity to serve the District as a prime consultant and as an extension of the TranStat office. In order to surpass the staff requirements of this contract, we have assembled a highly qualified team that includes Florida Transportation Engineering (FTE), CTS Engineering (CTS), F. R. Aleman & Associates, (FRA), and Caltran Engineering Group (CEG). P&A s successful previous working relationship with each of the team member firms ensures a successful completion of all possible task assignments. We are currently subs to FTE and CEG on separate contracts providing data collection and OMD support and also have worked with both CTS and FRA in the past. The most important qualification P&A offers is its commitment, at all levels, to successfully complete all assignments within budget and on schedule. District IV is one of our most valued clients and as the Principal-in-Charge, I, Carlos H. Pérez, PE assure you that our best efforts will be directed to your satisfaction on this exciting project. Our years of experience have made QA/QC part of our culture, the way we perform our work, and not something we do just at the end of the project. D/W Statistics Data Collection & Analysis FDOT Project Manager Kara Schwartz Location of Office 9594 NW 41 st Street, Suite 201. Doral, Florida 33178 Qualifications CH Perez: 13.7 Key Team Members Project Manager Carlos Francis, PE, PTOE Data Collection Manager Keffler Castro, PE. Technical Task Manager Marco A. Incer, PE Quality Assurance/Control Carlos H. Perez, P.E. Subconsultant Florida Transportation Eng. CTS Engineering Caltran Engineering Group F.R. Aleman & Associates The P&A team include highly qualified staff with vast experience in all aspects of transportation statistics data collection. Our team will be led by Carlos Francis, PE, PTOE, our proposed Project Manager and main point of contact. Carlos diversified experience, including 10 years working for District VI Traffic Operations Office, provides the knowledge necessary to manage this challenging contract and deliver the best results possible by overseeing the overall aspect of the project. His technical skills along with his project management experience with the Department gives him a unique perspective of the issues that may arise throughout the completion of this contract. We have also assigned, Mr. Marco A. Incer, P.E., who has performed and/or overseen all the tasks outlined in the scope of services while providing in-house support services at the District Six Planning office in the past as the Technical Task Manager for this contract. AWARENESS OF PROJECT ISSUES To demonstrate our understanding of the scope of services, we have identified general and specific issues that must be recognized and addressed by the consultant selected for this contract. Our understanding has been gained through extensive, similar experience. Our team is aware that the District serves as a clearing house for Roadway and Traffic Characteristic Inventory data. As such, providing accurate, timely, consistent, and accessible data to its customers is a goal that must be achieved. Items such as equipment reliability and adequate staffing are common issues which arise in this type of contract. We commit to implementing a proactive quality assurance plan to ensure the collection of accurate data, recognizing the District's requirements for testing, maintaining, and calibrating the equipment. The members of the P&A Team have been selected based on experience, expertise showcasing their knowledge and awareness of traffic Page 1 of 5
characteristics and patterns, familiarity with FDOT s Roadway Characteristics Inventory (RCI) Manual, Highway Performance Monitoring System (HPMS), the Traffic Monitoring Handbook (TMH), Traffic Characteristics Inventory (TCI), and ability to perform technical reviews, and provide sound judgment as necessary. Our training efforts go beyond equipment use and database downloads. It focuses on understanding overall safety procedures, nature and use of each specific assignment, the placement of count devices, performance of manual field measurements, and the implementation of safety practices not only for the field crews, but for the traveling public as well. With requests and activities developing continuously and concurrently, the ability to adequately staff experienced personnel quickly should be a factor for consideration. Through a combination of close coordination with the Department, efficient scheduling, and use of reliable and accurate data collection and processing equipment by knowledgeable and experienced personnel, the project assignments can be undertaken promptly, and successfully. APPROACH TO PROJECT The P&A team is very familiar with the Department's scope for this contract, it is understood that the bulk of our services will be to update the Department's TCI and RCI in District Four. Our approach to every task begins by achieving a thorough understanding of our client s needs which allows us to complete projects that meet our client s expectations. The P&A team is keenly aware of the Department s need to collect, review, and process highway and traffic data in a timely manner. P&A has a seasoned staff of professionals well versed in the principles and procedures associated not only with the collection and processing of highway and traffic data but also with analysis of this data to come up with feasible recommendations that will improve the department s performance. This same staff is well versed in conducting these services in a work order mode. Given that we have in-house data collection capabilities we will be able to meet the Department s most critical schedule. Our staff will be available to respond immediately, especially where the Department s Project Manager needs to identify the scope of needed services. Since our staff includes several ex-fdot staff, we understand what the District faces on these types of projects. TRAFFIC DATA COLLECTION: All traffic data collection machines used in this project will be certified on an annual basis as required. We will field monitor each counter for a minimum of thirty minutes to ensure that it is accurately recording data by comparing it to manual counts. Our team will also field check equipment daily to detect any problems or potential failure. In processing the traffic data, we will immediately identify large variations that occur from day-to-day as well as annual variations (>10%) that are outside normal trends. In order to increase data confidence, counts will be scheduled Tuesday through Thursday on non-holiday weeks during dates when schools are in session. When placing traffic count equipment, the P&A Team will identify surrounding conditions such as construction zones, new developments, or special events that could account for large discrepancies in daily traffic volumes. This will trigger a rescheduling of the counts. We will use our handheld GPS to accurately locate the count locations (minimum of 4 satellites) ensuring that the PDOP is less than or equal to 4. The field data will be processed using the latest version of the Department's Survey Processing Software (SPS) and the District s Counts Check Application, and the outputs will include the estimated K, D, and peak hour factors (PHF) for each movement. Results will be compared to historical data and if not within 10% historical variance, the station will be recounted at no additional cost to the Department or we will inform the Department of the reasonable cause for the variance. Information such as starting date and time, location, and description of each count station will be included in each report. Outputs will undergo an extensive QA/QC process before the final report is presented to the Department. Our trained personnel will complete Turning Movement Counts and Pedestrian Counts, as well as PTMS Counts, with the use of electronic counting devices. Vehicle Classification Counts: The P&A team will collect vehicle classification data using the FHWA 15-class Scheme F at all pre-determined classification locations. We will ensure that the machines are calibrated correctly and tubes are spaced properly. We will identify any classification ranges that are outside of the expected values and provide justification when necessary. Page 2 of 5
Freight Traffic Data Collection and Analysis: Local data is much needed for a planning agency to conduct a comprehensive analysis of freight traffic flows in a region and develop more accurate freight forecasts for planning applications. From a freight planning and forecasting application perspective, our team has experience with vehicle classification counts, roadside intercept surveys, establishment surveys, and travel diary surveys. PTMS Inspections: Inspection of PTMS locations will be performed to ensure that contractors followed the appropriate procedures and standards for the installation of all the equipment. We will visit the site and perform inspection which will include, but will not be limited to, GPS location, megging of loops, measuring piezo sensor output, measuring loop resistance, measuring cabinet grounding, measuring the grounding of metallic pull box lids, and performing checks of the lane configuration at the terminal strip. Results of the inspection and the acceptance or rejection of all TMS locations will be documented and reports will include: vehicle and classification counts, field checklist, photographs, loops layout, and proper labeling of cabinets and recommendations. Bridge Closing / Boat Volume Surveys: The team understands that the Department may request volume counts for the traffic crossing over or under a bridge. The data will be summarized according to U.S. Coast Guard procedures. We will use the same methodologies described for the ADT counts. Speed Surveys: The P&A team will obtain speed data by means of detection and relay devices or radar or other method with approval of Departments Project Manager. We are intimately familiar with both Chapter 13 and 14 of the Manual on Uniform Traffic Studies. We have the equipment to tie into an existing PTMS, when available, or place hoses in the appropriate fashion to acquire the speed data directly. Some of the speed parameters which can be provided include: 85th percentile speed, average speed, speed variance, and pace. Traffic Count Support: We will recommend site locations for PTMS taking into account issues such as: traffic breaks conflicts, right-of-way conflicts; clear zone; utility easements and conflicts; proximity to intersections, driveways; roadway structures; limited sight distance; locations with potential traffic queuing and weaving sections; locations with sharp vertical and horizontal alignment changes, and noise among others. Our team s staff is aware that the installation of proposed PTMS requires intensive underground utility verification, which will be coordinated with the designated Utility Verification consultant. Before the final selection of any PTMS location, a field visit will be performed where all operational characteristics and geometric configuration will be analyzed to avoid any potential issue at the selected location. All design plans will be according to the latest FDOT Plan Preparation Manual (PPM) and signed and sealed by the P&A Project Manager. RCI Data Collection: We will use accurate state-of-the-art Distance Measuring Instruments (DMI) to record and summarize RCI data at the required corridors specified by the Project Manager. GPS coordinates will be logged for each location and provided to the Department when the data is submitted. The Transportation Statistics Unit (TSU) is responsible for maintaining and updating RCI features through regularly scheduled inventory, updating the RCI database and performing straight-line diagram (SLD) update. A primary issue directly relating to this activity is the maintenance of 5-year inventory schedule. All firms on our team have vehicles instrumented with DMI's and have done numerous prior RCI assignments in Districts IV & VI. The Department's calibration site and another site we have surveyed will be used to assure DMI accuracy. A two-man crew is always used to collect data. We make the first pass to locate Page 3 of 5
basic roadway features and angled cross streets. The second, and as many successive passes as necessary, are used to measure and record additional features. GPS coordinates (with our own in-house surveying crews) will be used to depict start and end points for all RCI work. RCI database updates will be performed accurately and in a timely manner by staff involved in the field activities to further minimize errors in interpreting field notes. Field notes will be checked against the Department s video log and field verifications will be done if a discrepancy is detected. Prior to SLD generation, edit reports will be run to ensure that the database is errorfree. Moreover, an independent field quality assurance check will be completed before an SLD is submitted to the District. The TSU will also be responsible for collecting and reporting data for HPMS. The P&A team will collect HPMS samples following guidelines set forth in the HPMS Field Manual and provide the District with completed field data inventory forms and folders per District specifications. As a cost-saving measure, we can collect HPMS data when conducting regularly scheduled on-system and off-system RCI when sections include HPMS samples. This would only be done with the approval of the Department and when the 3-year HPMS inventory cycle and 5-year on-system and off-system inventory dates coincide. We also know that HPMS sample subsection beginning and end points may need to be coordinated early with the Tallahassee office before actual field data collection begins. This will assure accuracy in the data submittal and significantly reduce review time required of Department personnel. As with the RCI work, all begin and end points will be established via GPS coordinates. Data entry can be performed in the Department's planning office or at consultant team offices. General Statistics and GIS Support: The P&A Team will assist the Department in various activities including but not limited to processing traffic count requests, attending workshops/meetings on behalf of FDOT, developing scope of services, preparing GIS maps for different cities and municipalities, coordinating with Central Office all GIS-tasks, quality control of other consultant's work, RCI/HPMS data entry, etc. Access Management: Based on our experience, typical activities associated with an access management study are: review of the Department files in regards to access management issues, safety and operational issues, any permit projects along the project corridor; collect the number, spacing and type of intersections, median openings and driveways preferably by conducting a field review; review the Department s high crash location lists, and develop a community awareness plan; if it is required and necessary, all knowing that it is very important to understand the land use characteristics, roadway connectivity, traffic patterns, and traffic flow when developing access management plans. Remote Sensing: We will use remote sensing techniques including aerial photography and the analysis of aerial photographs, to collect roadway data. The Team is prepared to assist with pilot projects and the evaluation and use of information obtained from such pilot projects by assisting with scoping, monitoring, and executing pilot projects to evaluate various means of using remote sensing for data collection, providing data collection and/or quality assurance services for pilot projects. Bold & Innovative Solutions and Services: As the Department has recently begun the Bold and Innovative era of thinking, the incentive to identify and develop innovation is there to generate new and better value for its investment. We are ready to assist the TSU staff to research, develop, and use new outside the box technology and procedures to improve the value of the services that the TSU provides its customers. An example of an Innovative Solution we would propose will be the implementation of remote Data Collection equipment for RCI based on the experience that our team has acquired in working with similar Data Collection for RHCI (Railroad Highway Characteristic Inventory) for FDOT s Rail Office. Pre-populating existing data (from RCI database, having specific fields with specific possible options to pick from, avoiding excessive transcription of field notes, will enhance accuracy and efficiency. Page 4 of 5
PROJECT STAFFING P&A maintains a transportation planning staff with experience directly related to all of the items identified under this task in the Scope of Services. As assignments are identified, the P&A Project Manager will assign the most appropriate P&A technical staff. Members of our team will be available to attend unscheduled meetings and respond to emergency in-house support tasks in a timely manner. Mr. Francis will be responsible for the day-to-day management of this contract working directly with the Department s Project Manager, Ms. Schwartz with the assistance of Mr. Incer. The P&A Team includes staff experienced in all the aspects of highway and traffic data collection required for this contract. The attached staffing chart summarizes the key staff with years of experience and type of experience. Currently, our staff is not significantly committed on other projects and is eager to serve the District on this contract. OTHER CONSIDERATIONS Past Experience: the P&A Team has extensive experience in this type of contract. Mr. Francis managed several traffic operations contracts while with the District s Traffic Operations Office. During his tenure with the District Six Traffic Operations Office, Mr. Francis was responsible, through in-house and consultant resources. In addition to Mr. Francis previous experience within the District Traffic Operations Office, P&A has served the needs of District Six on many occasions. We have completed numerous work orders for the both District Six and District Four, conducting highway and traffic data collection in both districts in as sub-consultants in various past and current contracts. All of these assignments have provided our staff with the knowledge and experience to continue supporting the Department s data collection. D/W Sidewalk/Bike Lanes RCI Data D6 D/W OMD Rail Consultant D4 D/W PTO Consultant Contract-D6 D/W Statistics RCI Data Collection - Sub D4 NW 74th St-SIS/NHS Truck Study Sub D6 D/W Statistics Traffic Data Collection - Sub D4 D/W Intermodal System Development - D6 Fiesta Bridge PD&E (data collection) Sub D4 Office Location: our office is located approximately 22 miles from the district office. Our location allows us to provide the rapid response needed for this project. We are 45 minutes away and can attend meetings on short notice. QUALITY CONTROL PROCESSES: The P&A Team is fully committed to provide the Department with errorfree submittals. In order to ensure the high level of quality expected by the District s TSU; we have developed an internal quality control process throughout the preparation of data collection reports that ensures RCI and HPMS data collected is accurate by comparing against video logs, Central Office GIS base map, and QC sampling, and reviewing the accuracy of 4-hour turning movement counts against the 72-hour directional counts, among other QC activities. To complement our quality control process, we have assigned Mr. Carlos H. Perez, P.E., to manage our Quality Assurance Program. Project Management: the key project management aspect of a work-order type contract involves the preparation of a schedule for each work order and identifying and assigning the resources needed to complete the task work order. Mr. Francis has excellent communication skills and extensive project management experience in these types of contracts. He will ensure that all resources are available to complete all the assigned work within schedule. In addition, he will ensure the appropriate level of coordination with the Department s Project Manager to ensure a successful completion of this contract. The P&A Team includes highly qualified staff with relevant experience. Our team of professionals has the capability of handling multiple assignments simultaneously and completing them within schedule. We thank you for this opportunity and look forward to your favorable review, and an opportunity to grow our professional relationship with the District. Respectfully Yours, Carlos H Pérez, P.E. Principal Page 5 of 5