C 030960 PreProposal Conference Capital Region Transportation Management

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C 030960 Pre-Proposal Conference Capital Region Transportation Management Center (CRTMC) and Statewide Transportation Information

C 030960 Pre-Proposal Conference Capital Region Transportation Management Center (CRTMC) and Statewide Transportation Information and Coordination Center (STICC) Request For Proposals NYSDOT Main Office Albany, NY

CRTMC/STICC RFP Agenda 1. 2. 3. 4. 5. 6. 11/30/2011 Introductions • Kathy Fitzpatrick,

CRTMC/STICC RFP Agenda 1. 2. 3. 4. 5. 6. 11/30/2011 Introductions • Kathy Fitzpatrick, Contract Management • Al Hasenkopf, Contract Management • Mark Pyskadlo, Project Manager • Dan Howard, CRTMC • Dawn Arnold, STICC Project Overview Scope Proposal Format and Evaluations Administrative Items Questions and Answers

CRTMC/STICC RFP All Hazards/All Modes - any affects to the Transportation System: – Rail

CRTMC/STICC RFP All Hazards/All Modes - any affects to the Transportation System: – Rail incidents - Highway incidents – Maritime incidents - Air incidents 11/30/2011

CRTMC – Project Background Daily operation since 1999 • Coordinated incident operations with NYSP

CRTMC – Project Background Daily operation since 1999 • Coordinated incident operations with NYSP and external partners • Construction coordination activities • Special event coordination & participation in tabletop exercises Field Equipment/Coverage Area • Interstates in Albany, Rensselaer and Saratoga Counties Information Flows region-wide and state-wide Co-located with State Police, State Campus • Background checks required • Confidentiality of information • Consultant/State Staffed, current # of Staff at TMC - 12 11/30/2011

CRTMC – Field Equipment • 30 CCTV cameras NOT recorded, but there are live

CRTMC – Field Equipment • 30 CCTV cameras NOT recorded, but there are live feeds to the media & snapshots to 511 • 60 Permanently placed portable Variable Message Signs • 8 Permanent/overhead VMS 11/30/2011

 • 27 Speed Detection Stations – Speed/Volume/Loop Occupancy by lane every 30 seconds

• 27 Speed Detection Stations – Speed/Volume/Loop Occupancy by lane every 30 seconds • 2 Permanent Highway Advisory Radio sites (HAR) – I-87 Exit 9: 540 AM – I-787/I-90 Interchange: 540 AM 11/30/2011

 • 2 Portable Smart. Zone Units – Combination CCTV & VMS with RADAR

• 2 Portable Smart. Zone Units – Combination CCTV & VMS with RADAR – One unit also has an HAR • 1 Portable Highway Advisory Radio (HAR) 11/30/2011

 • Free Highway Peak Period Service Patrol • 4 HELP trucks on duty

• Free Highway Peak Period Service Patrol • 4 HELP trucks on duty - dispatched from TMC – 3 trucks on DOT Highways – 1 Truck on Thruway • Combined 130 mile patrol area (Albany, southern Saratoga, western Rensselaer, eastern Schenectady counties) • Partially sponsored by State Farm 11/30/2011

CRTMC/STICC • Off-hours Answering point for NYSDOT Region One • Off-hours NYSDOT Statewide Information

CRTMC/STICC • Off-hours Answering point for NYSDOT Region One • Off-hours NYSDOT Statewide Information Technology Division answering point for Operations applications support • Operational Support to NYSDOT Region 7 (511, NY-Alert, etc. ) 11/30/2011

STICC – Project Background Located in NYSDOT Main Office Staffing • Consultant/State Staffed •

STICC – Project Background Located in NYSDOT Main Office Staffing • Consultant/State Staffed • Current # of Staff at STICC - 7 11/30/2011

STICC – Current Duties • Monitor Transportation Conditions Statewide – Regional TMCs, TRANSCOM, State

STICC – Current Duties • Monitor Transportation Conditions Statewide – Regional TMCs, TRANSCOM, State OEM, Websites, Media • Notifications to key NYSDOT staff of critical events • Reporting “real-time” and summary (daily) reports of major system disruptions • Support DOT ICS organization during emergencies • Monitor Weather (notify mgt of any concerns) • State OEM and other external groups single point of contact • Notification point for Passenger and Freight Railroads to report incidents and notify NYSDOT rail inspectors 11/30/2011

 • Post & monitor information on the “ 511 NY” – www. 511

• Post & monitor information on the “ 511 NY” – www. 511 ny. org – Floodgates – CARs Entries • Communications – Satellite Phones testing – Contact List maintenance 11/30/2011

STICC – IT Systems Used: • • EARL – message logging and reporting CARS

STICC – IT Systems Used: • • EARL – message logging and reporting CARS Transcom RA IIMS Trans. Alert Microsoft Outlook Disaster. LAN 11/30/2011

General Items General Conditions • Confidentiality of information for both the CRTMC and the

General Items General Conditions • Confidentiality of information for both the CRTMC and the STICC • CRTMC staff will require background checks. Crosstraining of staff to work at STICC, background checks will be required of those STICC staff. Contract Term • 3 Year Base plus two 12 -month optional periods Single Award, no joint ventures, subcontracting encouraged DBE Goal of 3% of total contract value, can be exceeded Staffing Titles 11/30/2011

CRTMC/STICC: Operations Staffing Current Management Structure (draft) TMC DOT Manager Dan Howard STICC Manager

CRTMC/STICC: Operations Staffing Current Management Structure (draft) TMC DOT Manager Dan Howard STICC Manager Dawn Arnold HELP Truck Contract STICC Shift Supervisor Autobase, Inc. Consultant Operations Manager STICC Operators HELP Truck Operators TMC Shift Supervisors TMC SA/SE (vacant) TMC Operators 11/30/2011 DOT STICC Operators

Scope of Services: Tasks 1. 2. 3. 4. Direction, Supervision and Administration System Operation

Scope of Services: Tasks 1. 2. 3. 4. Direction, Supervision and Administration System Operation Roadwork Information and Lane Closure Coordination System Computer Network and Hardware/Software Support 5. Training/Updating of Manuals 11/30/2011

Proposal Format • Part I – Technical & Management Submission • Part 2 –

Proposal Format • Part I – Technical & Management Submission • Part 2 – Cost and Contract Submission Bound, 3 ring binders w/ tabs Part I & Part II-Must be separate! Include name of firm on outside of package 11/30/2011

Proposal Format: Part 1 – Technical • • 11/30/2011 Cover Letter Title Page Table

Proposal Format: Part 1 – Technical • • 11/30/2011 Cover Letter Title Page Table of Contents Executive Summary Approach and Scope of Services Experience of Firm Organization and Staffing Other proposal info (modification acknowledgements, etc. )

Proposal Format: Part II – Cost and Contract • • • 11/30/2011 Cost Proposal

Proposal Format: Part II – Cost and Contract • • • 11/30/2011 Cost Proposal Section Contract Proposal Section Consultant Identification Number Consultant Disclosure Legislation Registration with NYSDOT PLL, VRQ

Proposal Evaluation • Part I – Technical and Management (70%) o Approach and Scope

Proposal Evaluation • Part I – Technical and Management (70%) o Approach and Scope of Services o Experience of Firm and Personnel (Scope-Related) Information in the proposal outside of the scope will not be reviewed or evaluated o Organization and Staffing • Part II – Cost and Contract (30%) 11/30/2011

Administrative Specifications • 7 copies of Part I, Technical submission • 3 copies of

Administrative Specifications • 7 copies of Part I, Technical submission • 3 copies of Part II, Cost and Contract submission, plus a CD of Excel spreadsheet • NYSDOT may request independently - audited financial statements from the designated firm before contract signing. 11/30/2011

Tentative Schedule • • • 11/30/2011 RFP questions due: December 7, 2011 Proposals due:

Tentative Schedule • • • 11/30/2011 RFP questions due: December 7, 2011 Proposals due: December 21, 2011 Proposal evaluation: Dec. 2011/Jan. 2012 Recommendation & Designation: 1 - 2 months after proposal evaluation Contract Negotiations: 1 month Contract Award: 4 – 6 weeks after contract negotiations

Questions and Answers ? ? ? 11/30/2011

Questions and Answers ? ? ? 11/30/2011

Thank you for attending! kfitzpatrick@dot. state. ny. us 11/30/2011

Thank you for attending! [email protected] state. ny. us 11/30/2011