PREPROPOSAL CONFERENCE August 18 2009 10 30 AM

PRE-PROPOSAL CONFERENCE • August 18, 2009 10: 30 AM NYMTC’s Offices 199 Water Street, 22 nd Floor, New York, NY 10038 REQUEST FOR PROPOSALS: NYMTC: TRANSPORTATION INFORMATION GATEWAY CONTRACT No. : C 000774 1

PRE-PROPOSAL CONFERENCE AGENDA • Introductions, Housekeeping • Review of Solicitation: • - Salvatore Mamone, NYMTC, Project Manager – ISMET APDIROGLU, NYMTC Contract Liaison – AL HASENKOPF, NYSDOT Office of Contract Management • Project Background & Purpose • Project Scope & General Conditions 2

CONFERENCE AGENDA (Cont'd) • Technical Proposal Instructions • Cost & Contract Proposal • Evaluation Criteria • Administrative Specifications • Review of NYSDOT Consultant Selection Process Best Value Schedule • Questions & Answers 3

PROJECT PURPOSE • Retain a Qualified Consultant to design, test and implement a a Data Repository for maintenance, transactions, and data sharing, and to create a Data Warehouse with predefined browser-based Geographic Information System (GIS) and other non-GIS applications for querying and analysis. 4

The project will consist of determining hardware and software requirements and developing applications for input, storage, archival, query, and output. Selected Consultant shall work with NYMTC staff and member agencies to develop an overall survey plan for the NYMTC region. 5

Objective To establish a comprehensive information management system that integrates data and information at all levels across organizational units, standardizes data processing procedures, facilitates information sharing, and supports information query for analytical tools and various applications. 6

NYMTC Area New York: Bronx, Dutchess, Kings, Nassau, New York, Orange, Putnam, Queens, Richmond, Rockland, Suffolk, Westchester New Jersey: Bergen, Essex, Hudson, Hunterdon, Mercer, Middlesex, Monmouth, Morris, Ocean, Passaic, Somerset, Sussex, Union, Warren. Connecticut: Fairfield, New Haven. 7

PROJECT TASKS Task 1. Project Management and Coordination Develop and revise as necessary Project Management plans : – appoint key personnel to be responsible for coordinating with NYMTC and managing project activities. – Meetings, agenda, presentations, minutes • Key Staff to include: Project Manager, Technical Specialists, Developers, Transportation Planners 8

PROJECT TASKS Task 1. All work will be done under the direction of the NYMTC project manager, working closely with the Steering and Technical Advisory Committees. • All deliverables must be submitted electronically as draft versions to the Project Manager for review and acceptance prior to final submission. All deliverables should be completed in a reproducible electronic format agreed upon with the Project Manager. 9

Transportation Information Gateway 10

Transportation Information Gateway Why Do We Need It? To be able to Share Data Efficiently and Timely without duplication! Mandatory by SAFETEA-LU to share data. 11

Transportation Information Gateway Data security or who can access the data? • There will be several levels of security on data. The data provider will decide who can access the data. 12

Transportation Information Gateway • • • Census SED Forecasts Safety BPM Model/Conformity • Speed • • ITS Data Survey Vehicle Traffic Freight Data Transit Data Planning GIS And more 13

Transportation Information Gateway Scope of Services • Task 1 Project Management • Task 2 Document Requirements • Task 3 ITS Data Aggregation and Integration • Task 4 Data Warehouse Development • Task 5 User Application Vision/Identification • Task 6 Prototyping and User Acceptance • Task 7 Implementation and Support • Task 8 Documentation and Source Code 14

Transportation Information Gateway Task 1 Project Management RFP Table 1 Pages 7 -10, Appendix B Exhibit 3, Page 97 • Staffing • Project Kickoff • Project Reporting • Project Management Deliverables: 1. Draft and Final Project Plans 2. Status Reports 15

Transportation Information Gateway Task 2 Document Requirements “The Consultant will be required to document detailed requirements that will act as a ‘roadmap’ to drive the development process…” RFP Page 10, Table 2 Page 11 Deliverables: 1. Draft Requirements 2. Business Rules 3. Validated Requirements 16

Transportation Information Gateway Task 3 ITS Data Aggregation and Integration “The Consultant shall inventory and prioritize ITS Data in the NYMTC and TRANSCOM Regions. ” RFP Page 11, Table 3 Page 12, Attachment #9 Page 113 • See also: 1. NYMTC ITS Integration Strategy Report 2. White Paper, Transportation Planning Decision Support System, An Integrated View of Data Program, Tools, and Planning Processes. 17

Transportation Information Gateway ITS Data Aggregation and Integration (Cont. ) Deliverables: 1. ITS Inventory, report on appropriate ITS data elements 2. Detailed Source and Target Data Dictionary 3. Data Collection Process Document 4. Data Transformation Process Document 5. Data Loading Process Document 6. Data Aggregation Solution Document 18

Transportation Information Gateway Task 4 Data Warehouse Development “The NYMTC Data Warehouse should allow for the aggregation and integration of data from different sources and formats. ” RFP Page 12, Attachment #10 Page 124, Table 4 Page 13 -14 19

Transportation Information Gateway Data Warehouse Development (Cont. ) Deliverables: 1. Data Warehouse 2. Logical Data Model 3. Physical Data Model 4. Extract, Transform, and Load (ETL) Process Documents 5. Metadata Repository 20

Transportation Information Gateway Task 5 User Application Vision/Identification “The Consultant shall create browser-based GIS user interface for the visualization of the BPM and other geospatial data as interactive maps. ” RFP Page 14, Table 5 Page 15, Attachment #17 Page 136, Attachment #14 Page 130, Attachment #16 Page 134 21

Transportation Information Gateway User Application Vision/Identification (Cont. ) Deliverables: 1. Browser-based GIS user interface 2. Browser-based non-GIS user interface 3. Browser-based GIS application technical document. 4. Browser-based non-GIS application technical document. 22

Transportation Information Gateway Task 6 Prototyping and User Acceptance “…the selected Consultant shall be required to release beta versions of the applications for testing by NYMTC staff. ” RFP Page 16, Table 6 Page 16, Attachment #3 Page 99 Deliverables: 1. Application beta versions. Log of discovered errors and fixes. 23

Transportation Information Gateway Task 7 Implementation and Support “…the Consultant may be required to setup and install hardware and software packages and developed applications. … The Consultant shall develop training materials and methods and provide these tools to NYMTC staff…”RFP Page 17, Table 7 Page 17 24

TIG Implementation and Support – Deliverables: Implementation and Support (Cont. ) Deliverables: 1. Training sessions and training materials for NYMTC staff. 2. Technical support for one year. 25

Transportation Information Gateway Task 8 Documentation and Source Code “The Consultant shall provide NYMTC staff with both user and technical documentation for each application that they develop. … The Consultant shall deliver fully commented source code for all applications developed. ” RFP Page 18, Table 8 Page 18, Attachment #12 Page 126 26

Transportation Information Gateway Documentation and Source Code Deliverables: 1. Source code documentation and code for developed applications 2. User documentation 3. Technical documentation, data dictionary, function listings 27

Transportation Information Gateway Attachments (Technical) 1. 2. 3. 4. 5. 6. 7. 8. Attachment 9 – NYMTC Staff Data Survey Attachment 10 – UML Defined & Example Attachment 11 – NYMTC Hardware & Software Inventory Attachment 12 – System Documentation Attachment 13 – ITS Overview Attachment 14 – Output File Formats Attachment 15 – BPM GUI RFP (Summary & Relevant Section) Attachment 16 – Design Reference for Web (Non-GIS) Applications 28

Transportation Information Gateway Attachments (Technical) (Cont. ) 9. Attachment 17 – Design Reference for Web GIS Applications 10. Attachment 18 – Offeror’s Proposal Traceability to Requirements - We will add it to NYMTC’s website, (www. nymtc. org/downloadable files [ http: //www. nymtc. org/files. cfm? thecategory=Request +for+Proposals] ) 29

CONTRACT INFORMATION • Contract Term: 3 Years with possible Optional Extensions Lump sum milestone-type contract. • Level of Effort: Equivalent of up to 10 fully loaded staff years of effort to complete 30

DBE PARTICIPATION • • • DBE Participation Goal: 5% of Budget Hard, Minimum Requirement Sub. Consultants Only No WBE, No MBE, No Primes ID Firms, % Participation, DBE Cert • https: //www. nysdot. gov/portal/page/portal/main/business-center/civilrights 31

PART I INSTRUCTIONS: TECHNICAL PROPOSAL • OVERALL: Title Page Table of Contents FOIL 1. EXECUTIVE SUMMARY & NARRATIVE 2. APPROACH & SCOPE OF SERVICES 3. ORGANIZATION & STAFFING 4. EXPERIENCE OF PROPOSED PERSONNEL 32

TECHNICAL PROPOSAL (PART I INSTRUCTIONS - Cont'd) ORGANIZATION • Legible Organizational Chart for the Project • Staffing Table With Hours By Task (No Rates) Table A-1 Attachment 5 • Resumes for all Key Personnel • Experience of Proposing Firm(s) • List of Prior or Current Relevant Project Experience • Reference or Experience Verification Contact Information • Sub. Consultant Arrangement(s), If Any 33

TECHNICAL PROPOSAL (PART I INSTRUCTIONS - Cont'd) • Attachment 18 Offeror’s Proposal Traceability to Requirements - in that format or a similar version is required to be submitted with the proposal. 34

PART II INSTRUCTIONS COST & CONTRACT SUBMITTAL • COST PROPOSAL (3 YEARS): – SALARIES: Labor only Hourly Rates (Table A-2 with Rates) Attachment #5 Include Estimated Budget Table Direct Technical Salaries, Overhead, Subs. & Fee Total Cost for Entire Project Direct Non-Salary Costs: Estimate (travel expenses per DOT website, similar to Federal rates) – Method of Payment Lump Sum Milestones- to be negotiated, separate draft and final reports 35

COST & CONTRACT SUBMITTAL PART II INSTRUCTIONS (Cont’d) • Statement of ACCEPTANCE of ALL TERMS AND CONDITIONS In Contract Proposal Accept Questions During Q&A • DBE Status • Consultant Identification Number (CIN) • Procurement Lobbying Law Compliance • Consultant Employment Disclosure Legislation 36

PROPOSAL EVALUATION • PART I - TECHNICAL AND MANAGEMENT: Point Scored – 60 Technical + 10 Technical Interviews Evaluation Factors: 1. General Technical and Management Submittal (60 Points) Experience of Proposed Personnel Firm Experience Quality of Proposal Approach and Scope of Services Organization and Staffing General 37

PROPOSAL EVALUATION (Cont'd) • PART II - Cost Proposal: • Point Scored – 30 Points • Lowest Cost Proposal Receives Perfected Score of 30 • Proposals with Higher Costs Receive Proportionally Lower Scores 38

PROPOSAL EVALUATION (Cont'd) Technical Interviews - 10 Points • Short-listed Firms Only • Proposal Overview • Bring Consultant Project Manager + Necessary Key Personnel 39

PROPOSAL EVALUATION (Cont'd) DBE Participation - Required Minimum 5% Participation • • DBE Participation Required Federal DBE Program No W/MBE or Prime DBE Credit Proposals with No DBE Participation will not be considered • https: //www. nysdot. gov/portal/page/portal/main/busi ness-center/civil-rights 40

ADMINISTRATIVE SPECIFICATIONS • PROPOSAL SUBMISSION (due September 17, 2009, 2 PM) – 12 Copies of Part I. Send 10 copies to NYMTC; send 2 contemporaneous copies to NYSDOT Contracts; – Three (3) Copies of PART II (2 copies to NYSDOT Contracts; 1 copy to NYMTC – Signature by AUTHORIZED INDIVIDUAL – Required 180 -Day FIRM OFFER (Minimum) • PROPOSAL EVALUATION – Technical Evaluation By Committee: Questions & Answers Technical Interviews Best & Final Offers – Cost Evaluation – DBE Required – 5 % 41

ADMINISTRATIVE SPECs (Cont’d) • State’s Rights • Must Provide VENDOR RESPONSIBILITY Information (Before Designation for Award) • Contractor Tax Certification (ST-220 -CA & ST-220 -TD: Submit Prior to Negotiations) • Notification of Award • Method of Payment (milestone payments based on deliverables) • Inquiries & Information 42

QUESTIONS & INQUIRIES All Questions Concerning This Solicitation Must Be Directed ONLY to: Mr. l. SMET APDIROGLU of NYMTC Phone: (212) 383 -2414 E-Mail: iapdiroglu@dot. state. ny. us - Or – Mr. Al Hasenkopf of NYSDOT Office of Contract Management Phone: (518) 457 -2600 E-Mail: ahasenkopf@dot. state. ny. us • Last Date to Submit Written Questions: August 26, 2009 • All Letter Inquiries Addressed To: NEW YORK METROPOLITAN TRANSPORTATION COUNCIL (NYMTC) 199 Water Street, 22 nd Floor New York, NY 10038 -3534 ATTENTION: Mr. ISMET APDIROGLU Contract C 000774 43

ESTIMATED SCHEDULE • Solicitation (RFP) Issued July 15, 2009 • Pre-Proposal Conference August 18, 2009 • RFP Questions Due August 26, 2009 • Proposal Due Date September 17, 2009 • Begin Proposal Evaluation September , 2009 • Interviews TBA – Late Sept/October • Recommendation & Designation 1– 2 Months After Proposal Eval’n • Contract Negotiations One Month • Contract Award 4– 6 Weeks after Negotiations • Commencement of Effort TBA 44

QUESTIONS? • Written answers to all questions received shall be sent to all interested firms in RFP Modification Numbers 1 and 2 • We request an email repeating questions asked during the pre-proposal conference • Mod 1 will include information from pre-proposal conference, including list of attendees • Modification Number 2 to be released shortly after close of Q&A period with any additional questions and answers. 45

Email • All are requested to send an email to facilitate communications to: • iapdiroglu@dot. state. ny. us. • Copy to: ahasenkopf@dot. state. ny. us and: sramadhin@dot. state. ny. us 46

THANK YOU! 47