1. C030960 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

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

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

4. 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 CRTMC – Project Background 11/30/2011

5. 30 CCTV cameras NOT recorded, but there are live feeds to the media & snapshots to 51130 CCTV cameras NOT recorded, but there are live feeds to the media & snapshots to 511 60 placed portable Variable Message Signs60 Permanently placed portable Variable Message Signs 8 Permanent/overhead VMS8 Permanent/overhead VMS CRTMC – Field Equipment 11/30/2011

6. 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

7. 2 Portable SmartZone Units – –Combination CCTV & VMS with RADAR – –One unit also has an HAR 1 Portable Highway Advisory Radio (HAR) 11/30/2011

8. 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

9. 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.) CRTMC/STICC 11/30/2011

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

11. 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

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

13. STICC – IT Systems Used: EARL – message logging and reporting CARS Transcom RA IIMS TransAlert Microsoft Outlook DisasterLAN 11/30/2011

14. General Items General Conditions Confidentiality of information for both the CRTMC and the STICC Confidentiality of information for both the CRTMC and the STICC CRTMC staff will require background checks. Cross- training of staff to work at STICC, background checks will be required of those STICC staff. CRTMC staff will require background checks. Cross- training 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 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

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

16. 1. 1.Direction, Supervision and Administration 2. 2.System Operation 3. 3.Roadwork Information and Lane Closure Coordination 4. 4.System Computer Network and Hardware/Software Support 5. 5.Training/Updating of Manuals Scope of Services: Tasks 11/30/2011

17. Part I – Technical & Management Submission Part I – Technical & Management Submission Part 2 – Cost and Contract 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 Proposal Format 11/30/2011

18. Proposal Format: Part 1 – Technical 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.) 11/30/2011

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

20. 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

21. 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. Administrative Specifications 11/30/2011

22. Tentative Schedule 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 11/30/2011

23. Questions and Answers ??? 11/30/2011

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