Mandatory RTCS Pre-Proposal Scope of Services Meeting
Transcript of Mandatory RTCS Pre-Proposal Scope of Services Meeting
April 1, 20212:00 p.m. – 4:00 p.m.
Mandatory RTCS Pre-Proposal Scope of Services Meeting
Introductions – KTA Leadership Team Steve Hewitt – CEO
Melody DeLano – Executive Assistant
Bruce Meisch – Director of Technology
Rachel Bell – Director of Business Services and Customer Relations
David Jacobson – Director of Engineering
Brandon Kauffman – Director of Finance
Eric Becker – Director of Roadway Operations
Alan Streit – General Counsel
Diana Ensign – Director of Human Resources
Captain John Lehnherr – Kansas Highway Patrol (Troop G)
Introductions (Continued)KTA Staff Supporting Project: HNTB Staff Supporting Project:
Chelsey Miranda – Assistant Director of Finance Gretchen Ivy – Project Manager
Shauna Guyle – Procurement Coordinator Daniel Robicheaux – Deputy Project Manager, Toll Technology and Systems Task Lead
Nick Parrott – Network and Security Manager Rick Herrington – Senior Technical Advisor
Blake Butterworth – Application Development Manager Derek Vap – Design Task Lead
Tracy Lynn – Design Engineer
Joe Donahue – Finance and Operations Task Lead
Jenna Richter – Toll Technology Senior Analyst
Purpose of Pre-Proposal Meeting
Provide an overview of the RFP
• RFP goals
• Structure and organization of the RFP
• Highlight key elements of the RFP, Scope of Work and Requirements
• Review Schedule of Procurement events
• Respond to Proposer’s questions
Meeting Agenda and Goals KTA Overview | Rachel Bell
Project Introduction and Goals of Procurement | Bruce Meisch
Project Timeline and Schedule Milestones | Bruce Meisch
RTCS Briefing | Tracy Lynn
Procurement and Contract Overview | Jenna Richter
Scope of Work and Requirements Overview | Dan Robicheaux
Interactive Q&A | Bruce Meisch
Closing Comments | Bruce Meisch
Interactive Q&A
Please post your questions using the Zoom “Q&A” feature
All questions will be answered during the interactive Q&A portion of the meeting
Responses to questions will be provided live to all attendees, but the person who asked the question will remain anonymous
All verbal comments, questions, and responses are non-binding
Official Q&A responses will be made in writing and posted to the website
Virtual “Attendee List” will be sent to all attendees with a soft copy of the presentation after the meeting
KTA OverviewRachel Bell
KTA Overview KTA currently operates and maintains 236
miles of high-quality divided highway from the Kansas-Oklahoma border to Kansas City, Kansas
KTA Headquarters in Wichita, KS
• CSC operations including walk-up, call center, and in-house image review
• CSC call center operations in Topeka, KS (coming soon)
• Back office system (BOS) developed, operated, and maintained by KTA
Project Introduction and Goals of Procurement
Bruce Meisch
Project Intro and Goals of Procurement The Cashless Tolling project will replace the existing ticket-based
entry/exit toll collection system on the Kansas Turnpike with a mainline barrier dual-gantry tolling system
Cashless Tolling will include 21 mainline tolling locations (42 toll zones)
• New dual-gantry construction of 36 toll zones with new RTCS equipment
• Reuse of 6 existing ORT gantries with new RTCS equipment
Cashless Tolling is expected to commence in January 2024
Project Timeline and Schedule Milestones
Bruce Meisch
Timeline and Schedule Milestones Advertise RFP – March 18, 2021
• Mandatory Pre-Proposal Meeting – April 1, 2021
• Final Date to Submit Questions – April 15, 2021
• KTA Responses to all Questions Completed – April 29, 2021
Proposals Due – May 21, 2021
Proposal Review and Evaluation – May 21, 2021 to June 21, 2021
Oral Interviews / Contractor Demonstration and Presentation – Week of July 12
Selection of Preferred Contractor(s) and Negotiations Period – July 2021 to August 2021
Contractor Notice to Proceed (NTP) – August 26, 2021
RTCS Go-Live – January 2024
RTCS BriefingTracy Lynn
RTCS Briefing Background of ORT
Interim step to updating toll system
ORT sites completed:
• Eastern Terminal (2017)
• East Topeka (2018)
• Southern Terminal (2019)
Next steps: Convert to entirely Cashless Tolling System
• Convert 6 existing ORT zones
• Construct 36 new mainline toll zones
RTCS Briefing
ORT Southern Terminal (mm 17)
RTCS Briefing
ORT Eastern Terminal(mm 217)
RTCS Briefing
East Topeka ORT(mm 183)
RTCS Briefing
Cashless Tolling System approach:
• The system is designed to be a “closed” system. All users will be charged. Toll rate is set based on the distance between tolling points, to be fair and equitable.
• Certain sites have a toll zone in only one direction of travel; other sites have adjacent toll zones to capture both directions of travel.
RTCS BriefingSingle Site
• SINGLE SITE
Double Site
RTCS BriefingCashless tolling sites:
• 12 new “single zone sites”
• 12 new “double zone sites”
• Split into 4 different construction packages over 3 years
• 3 conversions of ORT “double zone sites”
RTCS Briefing
Consistent features for each mainline toll zone:• Two box truss overhead
structures
• 31’ distance between gantries
• 8’ x 12’ roadside enclosure building for RTCS equipment
• Concrete toll zone with in-pavement conduits
RTCS BriefingCashless Tolling – Single Zone Site:
Roadside Enclosure Building(installed by Civil Contractor)
Concrete Tolling Zone
Generator (by KTA)Fuel source provided by KTA
RTCS Briefing Cashless Tolling –
Double Zone Site
• 31’ between gantries in same direction
• 21’ between nearest gantries of opposing directions
• Oriented upstream to avoid conflicts with AVI
RTCS Briefing
Roadside enclosure point-of-presence (PoP) building
• One for each direction of travel
Generator and fuel for emergency power provided by KTA
• One per tolling location
RTCS Briefing Clearance Requirements
17’-6” Min. Clearance
3’-9” window for RTCS equipment
Static message sign (all upstream gantries)
DMS Sign (certain upstream gantries)
• Flat grading area for roadside building, generator & propane tank (if required)
Construction OverviewCivil construction vs. RTCS
contractor responsibilities:
• KTA / Civil Constructor: Construct toll zone concrete, install conduits, PoP enclosure and overhead gantry structures
• RTCS Contractor: Install tolling equipment on gantries, pull and terminate wiring, and coordinate testing and Go-Live with KTA
• RTCS Contractor is responsible for maintenance of traffic (MOT) during RTCS implementation
Construction Overview
Civil Construction Schedule(2021-2023)
Procurement and Contract OverviewJenna Richter
Contract Term
Seven (7) year base contract with up to two (2), 3-year optional extensions
Implementation Phase – shall begin on the Effective Date and continue through System Acceptance
Maintenance Phase – shall begin upon System Acceptance and continue through the end of the base Contract Term for a period of up to seven (7) years
Options to Extend – includes two (2), three (3)-year optional Maintenance extensions to be executed at sole discretion of KTA
Contract Overview
Functional requirements – performance-based
Fixed-price contract for KTA Cashless Tolling
Contractor coordination and cooperation with KTA and consultants
Unique maintenance requirements/responsibilities
Performance measurements
• Note: Contractor will be expected to attend monthly maintenance meetings where they self-report on their performance
Procurement RequirementsQuestion and Answer Process Proposer Minimum Requirements RFP Format Forms to be Completed Required Technical Proposal Format Technical Proposal Submission Requirements Price Proposal Price Proposal Submission Best Value Evaluation Process
Questions and Answer Process
Proposers must submit all questions in writing to the RFP Contact person, Shauna Guyle
Use the form provided in Exhibit D-8 Forms for all questions
All questions and responses will be provided by KTA on website
Proposer Minimum Requirements
The Proposer shall have successfully developed and delivered at least one (1) Cashless Tolling multi-travel lane system implementation project. The project must include AVI and image-based transactions. The Proposer shall have maintained the system for at least one (1) year.
See Section IV-1.2 Content of Technical Proposal for additional details.
RFP Format
RFP “Front-End” document including:
Section I Administrative
Section II Defined Terms and Acronyms
Section III Scope of Work and Requirements
Section IV Proposal Contents and Submission
Section V Terms and Conditions
RFP Format Additional RFP documents: Four (4) RFP Exhibits
Exhibit A Project Implementation Schedule
Exhibit B Payment Schedule
Exhibit C Price Proposal Instructions
Exhibit D Forms
Ten (10) Forms
Thirteen (13) Scope of Work Attachments
Two (2) informational Appendices
RFP Format
More information on the forms:
Use Table 4-3 which is a checklist of all submittals and forms to be included in the Proposal
Some forms are embedded within:
KTA RTCS Exhibits A - D.pdf
Embedded files are native Word / Excel
file for proposer use Click on the paperclip
Forms to be CompletedTable 4-3
Required Technical Proposal Format Cover Letter
Executive Summary
Proposal Section 1: Firm Qualifications
Proposal Section 2: Key Team Qualifications
Proposal Section 3: Approach to Scope of Work and Requirements
Proposal Section 4: Approach to Project Plan and Implementation
Proposal Section 5: Approach to Maintenance
Proposal Section 6: Adherence to the Scope of Work and Requirements, Terms and Conditions and Requirements Conformance Matrix
Proposal Section 7: Forms and Submittals
Appendix 1: Hardware Cut Sheets
Appendix 2: Audited Financial Statements
Appendix 3: Preliminary Bill of Materials
Appendix 4: Sample Reports
Technical Proposal Submission Requirements
Page Limits: 80 pages for Proposal Sections 1-5
Review Table 4-1, Proposal Page Limitations
Adhere to Proposal format and numbering requirements
Respond as thoroughly as possible
Two (2) printed copies and one (1) USB Flash Drive to be submitted
Price Proposal
Follow Price Proposal Instructions (Exhibit C)
Price Proposal Form (Exhibit D-7) contains the following elements: Roadside
Roadway Support System
Roadside System Hardware Maintenance and Software Support Services
Roadway Support Systems Maintenance and Software Support Services
Future Roadside Pricing
Price Proposal Submission
Separate sealed envelope from Technical Proposal
Price Proposal quantities:
Submit one (1) original and one (1) hard copy of the Price Proposal
Submit one (1) electronic version (USB Flash Drive) in Excel 2016 or later
Include Bid Bond in Price Proposal envelope
Best Value Evaluation Process
Pass / Fail screening
Preliminary Technical Proposal evaluation
Short-listing of Proposers based on Technical score
Oral Interviews/Presentations for Short-Listed Proposers
Updated Technical Proposal scoring
Best Value Evaluation Process
Price Proposal evaluation
Consolidated Technical and Price Proposal evaluation
Best Value determination
Negotiation and Best and Final Offers (BAFOs)
Contract Award
NTP
Best Value Evaluation Process
Proposal Evaluation Scoring (70/30) Points
Scope of Work and Requirements Overview
Daniel Robicheaux
SOW & Requirements Overview RTCS components
Transaction processing requirements
Network requirements
System maintenance
• Tier 1 – KTA staff support of RTCS hardware (maintenance techs)
• Tier 2 – Contractor support of RTCS/RSS hardware
• Tier 3 – Contractor remote support of RTCS/RSS software
Project management and documentation requirements
RTCS Components Redundant toll zone controllers
AVI System selected and provided by the RTCS contractor
• Multi-protocol readers
• SeGo, 6C (all versions), and IAG/TDM protocols
License Plate Image Capture and Processing System
• Front and rear, high-quality color images and plate Region of Interest (ROI)
Automatic Vehicle Detection and Classification (AVDC) System
• Axle-based classification (KTA currently uses Class 2 – 9+)
• Wrong-way vehicle detection and notification
RTCS Components (cont’d)Roadside Support Systems:
• Plaza/Facility Servers for transaction and image processing, store-and-forward from the roadside tolling locations to Toll System Host
• Toll System Host with toll system reporting, and Image Processing (i.e., OCR, ALPR, Fingerprinting, etc.)
• Integrated Digital Video Audit System (DVAS)
• Integrated Maintenance Online Management System (MOMS)
• Critical Environmental Monitoring System (CEMS)
Toll Zone Lane Configurations
Existing ORT Gantries
Toll Zone Lane Configurations
Existing ORT Gantries
Planned future expansion
Transaction Processing Requirements Fully-formed AVI (transponder-based) transactions
• Currently part of Central US IOP Hub
• Future expansion to National IOP
Fully-formed Image-based transactions
• Contractor will provide front/rear color images for all transactions
• Contractor will provide highly accurate OCR/ALPR with reasonable automation rates to ensure transaction accuracy
• Note: KTA will perform manual image review
Network RequirementsKTA-provided statewide fiber backbone
• 1 GB network
• Provided the length of the turnpike to all PoP buildings
• Provided connectivity to KTA Headquarters (primary datacenter) and Topeka (recovery datacenter)
• Currently analyzing for potential equipment upgrades
• Coordinate design and equipment purchase with contractor
Network Requirements (cont’d) KTA will purchase and maintain all network equipment up to PoP switch
demark and will coordinate with contractor prior to purchase, installation and configuration
Contractor will provide all Local Area Network (LAN) equipment beyond the PoP demark switch, but KTA will maintain locally with remote contractor coordination
Note: KTA will provide power, UPS, and backup generators at each toll location
System MaintenanceMaintenance (System Acceptance through Contract Term)
• KTA staff will provide Tier 1 support with onsite maintenance technicians
• Contractor will provide Tier 2 & Tier 3 remote system maintenance:
• Remote Hardware Maintenance Services for the RTCS equipment, infrastructure, and hardware, including remote monitoring
• Remote Network Maintenance Support Services for the RTCS
• RTCS system, server administration, and database administration services
• Software support services for the RTCS system
Project Management
Dedicated project management (onsite and remote)
Staff and key personnel
Weekly status meetings
Monthly report and monthly project review meetings
• Project Principal
• Project Manager
• Deputy Project Manager
• Technical Manager (Roadside Systems)
• Technical Manager (RSS)
• Installation Manager / Maintenance Coordinator
• Quality Assurance Manager
• Test Manager
Project Documentation Overview Project Schedule
Project Management Plan
Software Development Plan
Quality Assurance Plan
Master Test Plan
• Factory Acceptance Test (FAT)
• On-Site Installation Test (OSIT)
• Installation and Commissioning Tests
• System Acceptance Test (SAT)
Requirements Traceability Matrix
Business Rules
System Detailed Design Document (SDDD)
Roadway System Installation Design Documentation Package
Roadway Support System (RSS) Installation Design and Documentation
Maintenance Plan
Disaster Recovery Plan
Training Plans and Manuals
As-Built Documentation (Drawings and SDDD)
Third-Party Documentation
Preliminary Project Implementation Schedule
• Required to be provided in
Proposal Section 7
• Base schedule on Exhibit A –
Project Implementation Schedule
• Note Construction Package
Availability Dates for RTCS
Installation & Estimated First
Gantry Complete Dates.
Interactive Q&ABruce Meisch
Interactive Q&A
Please post your questions using the Zoom “Q&A” feature
All questions will be answered during the interactive Q&A portion of the meeting
Responses to questions will be provided live to all attendees, but the person who asked the question will remain anonymous
All verbal comments, questions and responses are non-binding
Official responses will be made in writing and posted to the website
Virtual “Attendee List” will be sent to all attendees with a soft copy of the presentation after the meeting
Closing CommentsBruce Meisch
Thank You