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HomeMy WebLinkAboutWORK ORDER - RFP - P940 RIDESHARE MATCHING SOFTWARENORTH FRONT RANGE Mtnoroirc�» nn»xna ou.�rezrnon EXHIBIT "A" WORK ORDER FORM PURSUANT TO AN AGREEMENT BETWEEN NORTH FRONT RANGE TRANSPORTATION & AIR QUALITY PLANNING COUNCIL AND WALSH ENVIRONMENTAL SCIENTISTS AND ENGINEERS, LLC. DATED: 7/6/04 Work Order Number: No. 1 Purchase Order Numbers: PO k Project Title: Carpool Matching Software Development Commencement Date: 7/6/04 Completion Date: 9/30/04 Maximum Fee: (time and reimbursable direct costs not to exceed): $60,000 Project Description: See Attached Scope of Services: See Attached Acceptance: Us �� The attached forms consisting of seven f7) Professional agrees to perform the services pages are hereby accepted and incorporated identified above and on the attached forms in herein, by this reference, and Notice to accordance with the terms and conditions Proceed is hereby given. contained herein and in the Professional Services Agreement between the parties. In the event of a conflict between or ambiguity in the terms of the Professional Services Agreement and this work order (including the attached forms) the ;roplesional Services Agreement shall co ro Professional: North Front Range Transportation & Air Quality Planning Council: By: v� Date:(O Pumhasin — City of Ft. Collins: if over 30, 00) Q� Date; ___. ____7���©.___...._...___ SCOPE OF SERVICES Project Approach PROJECT UNDERSTANDING AND OVERVIEW During the contract term, Professional will assist the SmartTrips program in creating a state-of-the-art, sustainable, responsive and user friendly, web -based carpool matching application that is accessible by any computer with an Internet connection. Professional's approach includes conversion of the current RidePro database to a web - based database that is scalable, robust and built upon standards to ensure future compatibility and expansion opportunities. Professional will develop a user-friendly, intuitive and Internet accessible carpooling application that can be administered by SmartTrips staff regardless of physical location. Carpooler home and destination locations will be geocoded and resulting maps will show potential carpooling scenarios based on a user's preferences and needs. The end result will be a tool to encourage and facilitate a meaningful reduction in Northern Front Range single passenger vehicle trips. Described below is Professional's customized application that they will deliver to the MPO. Professional's project team will embrace the "spiral development" approach whereby components of the application are posted for review by SmartTrips staff on our production server as they are made ready. Thus, testing and refinement of application components will occur throughout the development process. Professional's goal is to work as a member of this team, facilitating the needs of the SmartTrips program and the communities it serves. PROJECT MANAGEMENT Given the aggressive time schedule associated with this project, efficient and effective project management (PM) is of utmost importance. Professional's PM team consists of two persons, each having slightly different responsibilities. John Armstrong will manage the overall project, to ensure deadlines are met and the final products are delivered on time. Based in Fort Collins, he also will be the primary contact with the SmartTrips staff. Renee Walmsley will manage application development and ensure that the development track stays on schedule and within budget. Ms. Walmsley will also be a functional part of the development team. The PM team will facilitate communication between the application development team and SmartTrips staff to ensure that technical aspects of the project are communicated effectively and in language appropriate for the respective audience. As the PM team is locally based, Professional plans to make Mr. Armstrong accessible in person on a weekly "check -in" basis to ensure that communication between SmartTrips and Walsh team is clear throughout the course of the project. This project check -in might consist of a briefing as to the project's progress and the fielding of ongoing questions. Professional believes this face-to-face process will greatly aid to Registration Form Log an cradendats are soft via 0-mad AlderMsiver logs on to Aider/Driver enter information about commute Module geographically locates the origin and No it,der(Driww is provided with a tool to manually create origin and destination locations X and of, origin is Captured and written to am database the iterative nature of their spiral development approach and help ensure that the final application fully meets the needs and exceeds the expectations of SmartTrips staff and the public. Project management will be aided by the use of Microsoft Project and other software tools to provide the PM team with readily accessible information on task progress and associated costs. Project updates will be provided to SmartTrips PMs on a weekly basis. The PM team will be primarily responsible for training and support of the final carpool matching application. Training will occur on site in a "real world," hands-on scenario to ensure that SmartTrips staff can confidently support public use of the application. Should SmartTrips staff have questions, this same team will respond to those questions. The PM staff is highly experienced in IT/GIS application development and use in their own right; therefore, they will be effective facilitators during the course of the project and efficiently support it after implementation. TECHNICAL PROCESS Professional has organized their approach into three (3) primary tasks: Aline Is drawn between the origin and deafination - 1 Sco In and r ) p g project kick-off; and 0 6uflar is created 2) Data collection and database development; and 3) Training and application deployment. Application provtdeslist <of We"" caruoolers and map of locallions Given the iterative nature of the development process, these primary tasks will overlap and encourage feedback to ensure the final products are the result of a greater Professional/SmartTrips collaboration. TASK 1 - SCOPING AND PROJECT KICK-OFF Professional will kick-off the project with a two-day workshop that will include a traditional scoping component where their technical and PM teams will work with SmartTrips staff to develop a detailed work plan consisting of identified needs and desired outcomes. Given the RFP contained a rather detailed and thorough needs assessment, Professional will plan to use a majority of this time engaged in a work session where they present usable examples and demonstrations of their approach (as documented below) and begin soliciting feedback from SmartTrips staff based on these functional examples. This portion of the workshop will use collective time more efficiently and ensure we kick-off the project "running." TASK 2 - DATA COLLECTION AND DATABASE DEVELOPMENT Database Conversion and Web Interface Development Based on desired outcomes for the carpool matching application specified in the RFP, development team will begin programming an application that meets these needs keeping in mind the need for the application to be intuitive, easy to navigate, dynamic and flexible. The application will be developed in incremental, but discreet stages so that application review by SmartTrips staff can be occur over the course of the development phase. The application will be developed on a production server accessible to the PM team and SmartTrips staff. Weekly progress reports will be made to the PM team, which in turn will summarize, present and demonstrate progress at the weekly check -in meetings. Professional's workflow process will ensure that project development is iterative, reflects ongoing (and possibly newly identified) application needs and results in a final product that presents no surprises at the end of the development cycle. Existing carpool data will be imported from the RidePro database into a Microsoft SQL Server database. The new database platform will provide a standardized, expandable, reliable, and secure foundation for storing an ever growing and expanded set of carpooling information. This platform will also be designed to support the use of web - based GIS technologies, including geocoding capabilities. Prospective carpoolers will enter information (and SmartTrips staff will administer that information) via an intuitive, user friendly web -based front end. Carpoolers will create user accounts using a web -based form, This form will be used to collect initial information on the rider/driver and then will prompt them through a user account creation process. Once an account is created, the rider/driver will be asked to enter additional information about the type of car they drive, origin and destination data, shift times, days they will be available to carpool, notification and privacy -related preferences, and other pertinent information. Users can revisit the site, update their accounts as their needs or circumstances change. Changes to accounts are live and instantaneous. Once the rider/driver information is entered, the website will generate a possible list of carpoolers and a map showing other potential carpoolers, based on location. This list will display information that has been entered by other rider/drivers. Some information may not be displayed, depending on a user's privacy preferences. For example, some rider/drivers may choose not to disclose their phone number, instead providing only an email address. The website will give a rider/driver the ability to request that an email be sent to them with the map and list of potential carpoolers as well. Finally, the website will also provide for instantaneous customer follow-up through an email/web survey. This survey will meet the CDOT standards solicited in the Request for Proposal or include questions suggested by SmartTrips staff. To the extent possible, the surveys can be managed and updated using administrative functions built into the application. In addition, a follow-up survey will be submitted to the carpoolers so that information can be verified and to determine if they are still using the carpool service. GIS Data Collection and System Development Professional will use ArcIMS (ESRI) web mapping technology as a basis to match carpooling candidates by origin and destination locations. This platform will provide the ability to create dynamic, accessible maps and interactive tools for information viewing, query and exchange. Professional will acquire and load geographic data layers for use with the spatial component of the database. To create dynamic maps using ArcIMS software, GIS data in the form of shapefiles is required. To successfully implement the proposed solution, a street center line layer is required for each citylcounty in the project area. Professional proposes that a commercial product be used to reduce inefficiencies inherent in coordinating with various county GIS departments and making the data layers consistent over the project area. Additional reference data layers (including municipal and county boundaries, etc.) will be obtained from standard, public domain sources such as the Colorado Departments of Local Affairs and Transportation to reduce cost and ensure consistency with other regional datasets. Using javascript, ASP, and HTML, Professional will customize the ArcIMS environment to create a series of user-friendly, interactive tools that will aid a potential carpooler in finding existing carpoolers with similar geographic profiles. Upon logging in to the carpool application using the username and password emailed to them during the registration process, the rider/driver will be prompted for information to define their profile (i.e., origin and destination locations and time of travel). The application will present a list of potential meeting places that are within the rider/driver's acceptable travel distance. Once this information has been supplied, the rider/driver will be presented with a map of the project area and the x and y locations of existing carpool registrants. During the map loading process, a custom function will geocode the origin and destination provided by the rider/driver. If the addresses provided are successfully geocoded, points will be displayed on the map indicating the location of the origin and destination. In the event that an address cannot be located, a tool will be provided to manually create origin and destination points on the map. Upon successful location of the origin and destination locations, the x and y location of the origin will be captured and written to the database. This information will be used to create locations for potential carpool matches of future carpool registrants. A straight line will then be created between the origin and destination points and will be used as a basis to create a buffer at a distance representing the acceptable distance the rider/driver will travel to a meeting location. This system will allow riders to search for other carpoolers, display information on potential meeting places (which may not be a carpoolers home, but rather a public meeting place such as a coffee shop, etc.), provide users with a map of the routes, and account for differing shift times. The created buffer will be used to select origin points of existing carpoolers whose geographic profile is similar to the current rider/driver's. The selected candidate's information will be displayed in a form with an option for the rider/driver to email the list of potential candidates and a map of the locations to themselves. The integrated web -based carpool matching application will be accessed through the www,smarttrips.org website, but the application will be hosted on Professional's web server infrastructure. The look and feel of the application will match the SmartTrips website so that it will be a seamless transition from one website to another. Extensive reporting capability as well as the ability to produce mailing lists and labels will be available to administrative users regardless of physical location or computing platform. TASK 3 - TRAINING AND DEPLOYMENT Professional will provide training for the SmartTrips staff on how to use the application and how to perform administrative functions, including database management, reporting or producing mailing labels. The application would be developed in a testing environment where SmartTrips staff will have continual access to the monitor application as it is being developed. After thorough final testing of the integrated application has been conducted, the application will be migrated onto hosting server where the system would become live for users. SmartTrips staff will be provided an illustrated administrator's user guide as well as two half days of on -site training over a period of three days. This approach allows for an intensive hands-on training during the first half -day session and some time for SmartTrips staff to use the site and explore the administrative capabilities before continuing the training The second half -day session would be an interactive question / answer session driven by staff needs. An online user's guide and FAQ would accompany the site. It is Professional's belief that their proposed development approach will reduce the need for an extensive post -development training as the SmartTrips staff will be consistently involved in the development of the application throughout the project. As part of Professional's proposed maintenance package, SmartTrips staff would have access to their PMs and developers should questions arise regarding the use of the carpool matching application over a 5-year time period. All hardware and software upgrades, licensing fees, and maintenance would occur on Professional's servers and would therefore also be covered under this plan. SmartTrips staff would only be responsible for administrative functions including reporting and the maintenance of database records. Commercial GIS data layers (e.g., centerlines will be updated on an annual basis. DELIVERABLES 1. Project Plan 2. Converted database 3. Integrated, web -based carpool matching application (including relational and spatial components) 4. On -site training and user's guides (administrative and public) 5. Hosting and maintenance package Revised Cost Estimate Detail ($US) 5/1M004 (Rev. 07/01/2004) Task 1: Task 2: Task 3: - za'iiN'gtf(fQ1"�zs N '; Project Work Plan & Application Training Kick ON Development De to merit Name Responsibility Rate Hours Total Hours Total Hours Total John Armstrong Project Manager $95.00 24 $ 2,280 50 $ 4,750 30 $ 2860 Derek Amerlink Senior GIs Developer $95 00 32 1 $ 3 040. 80 . $ 7,600 8 $.... 760 Andrew Mehalick , Senior ApOcation Developer„_.. $105.00 11.0 $ 1 050 70 $ 7,350Greg gi io r GIs Developer.. - - $105.00 ._ . $ 40 $ 4,200 $ 3�vrolaaX t G[c! 3 .,, ._. Gana Crania Data Coordinator $105.00 32 $ 3,3fiU 60 $ 6,300 8 $ 840 � " Renee Wamsley Functional Manager $75.0o 211 $ 1,500 40 $ 3,006 20 $ 1 560 @ 6 Q % Labor Subtotals 118 ; $ 11,230 340 $ 33,200 by Other Direct Costs Unit _ Per diem/lodging Pet day .. $132 4 $ 528 2 $ 264...... 0 $._. Hound Trip Airfare From Buffalo $316 2 $ 632 t $ 316 o $ uaY s�" x aE ., Rental Car _ '. Per day $86 $4,465 2 ! $ ' $ :. $ 172 2 1 ,$ $ $ 172 - 4,485 0 $ $ Initial Maintenance Costs Unit Street Center Line Data Acquisition (Year 1) Unit/Per Year Maintenance and Support (Year 1) Months $173 $ , $ 12 $ 2 070� ....... ..__. .. .._. ,... .. ..._ __. ... ,.... ODC subtotals ' $ 1,332 ,. $ 5,237 $ 2,076 Assumptions: 1. 71x1 contract will be on a tine -an d-materials, not to exceed baal9. 2. The travel costs are estimated based on a 14 day advanced purchase round trip airfare from Buffalo to Denver, Per Dierrvt.odgirg for 2 rights in Boulder, CO. 3. Walsh assumes no responsk ilily for the accuracy of Street Centerlim provided by TeleAdas. 4. Waleh assumes responsiblay for hosting and maintenance of Web Server.