Contract Administration and Oversight Guidelines for Intelligent Transportation Systems (ITS) Projects

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General

The purpose of this article is to provide information and guidelines for the administration and oversight of Intelligent Transportation Systems (ITS) projects during the delivery phase, including other transportation improvement projects that include ITS elements. The following information is specific for ITS projects and supplements the construction administration and oversight requirements defined in Michigan Department of Transportation’s (MDOT) construction manual, standard specifications, instructional memorandums, advisories, and other guidance documents.

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ITS Region and Program Office Staff Assistance

Leading up to and during the construction phase, ITS Region staff and ITS Program Office staff are available to assist the engineer with the development of progress clauses, establishment and selection of vendor contracts, determination of funding availability, clarification of various ITS requirements, and input on project issues. ITS Region staff should be contacted before the ITS Program Office staff for assistance. This effort is recommended early in the design process in order to enhance ITS staff involvement during the construction stage.

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Project Meetings

ITS Stakeholders should be invited to all applicable project meetings such as pre-construction, progress and post-construction review meetings. Contact ITS Region staff for a list of ITS Stakeholders. Progress Clause

The construction duration of ITS projects varies greatly depending on the scope, complexity and location of work. The following table provides an example list of possible work activities associated with ITS projects to aid in the development of a progress clause:

WORK ACTIVITY
Utility Coordination (Post Award)
Shop Drawing Reviews
Submittal Reviews
Licensing
Structural Analysis
Close Circuit Television Camera Pole Manufacturing
Dynamic Message Sign Fabrication
Factory Acceptance Testing
Surveillance System Installation
Dynamic Message Sign Installation
Environmental Sensor Station Installation
Microwave Vehicle Detection System Installation
Tower Installation
Travel Time System Installation
Fiber Optic Installation
Wireless Communications Installation
System Integration
Final Acceptance Testing
System Burn-In

ITS Region staff can assist with identifying construction durations and sequencing of activities. Also, see the special provision for Basic Methods and Materials for ITS Work for additional information related to project sequencing, submittals, ITS standards, warranties, construction requirements, etc. when developing the progress clause.

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ITS Construction Support Service Contracts

ITS projects normally involve the installation and integration of various electrical, telecommunication, hardware, software, and integration components. Due to the highly specialized nature of this work, vendor assistance may be needed during construction. In addition to construction engineering, the vendor contracts available for construction assistance on ITS projects include:

• System Manager
• System Integrator

Additionally, a pre-qualified ITS designer who prepared the plans should be contacted by the engineer to provide design assistance during construction. The engineer should contact the ITS Region staff, for assistance in securing a pre-qualified ITS vendor for the following construction assistance contracts:

CONTRACT TYPE	PURPOSE
Construction Engineering	Provide full or as needed construction administration and/or inspection services.
System Manager	Provide shop drawing and submittal review, oversight of device integration and inspection services for ITS components and devices.
System Integrator	Provide integration of ITS devices into the sub-system1 and overall system2.

¹Sub-system: A single field device location where ITS devices are installed.

²Overall system: The connection and processing of multiple sub-systems data, and the display and/or control in a Traffic Operations Center (TOC). A TOC is a physical location where all ITS field devices can be accessed as well as controlled.

For assistance with estimating cost for each contract type, contact ITS Region staff.

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Work Orders and Extras/Adjustments

To ensure consistency with statewide ITS standards, compliance with regional ITS architecture and deployment plans, and confirmation of budgetary impacts, the engineer shall contact the ITS Region staff before issuing a time extension, work order, beginning extra work, or applying a positive contract adjustment to any work related to ITS equipment, appurtenances and deployments.

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Coordination of Electrical and Telecommunication Services

The electrical and telecommunication services to be utilized at the ITS field device locations will be determined during the design phase and details provided in the plans and specifications. The physical address required to request the installation of electrical service at an ITS site is established during the design phase. The contractor is responsible for filing all necessary utility permits for each proposed service.

The Department of Licensing and Regulatory Affairs (LARA) is required to inspect and accept all electrical installations up to the power company service disconnect for ITS sites. The contractor is responsible for filing an Inspection of Power Service Permit with LARA for each individual ITS site. Soon after the pre-construction meeting, the contractor is required to submit the proof of permit application for inspection of power services at each ITS site to the engineer or their designee. This proof of application will ensure all electrical installations up to the power company service disconnect will be inspected and accepted as required by LARA.

If a leased lined telecommunications service is proposed, the following coordination procedures will be required by the engineer during construction:

• For cellular service, see the special provision for wireless link, cellular. The engineer or their designee must submit a cellular phone request form (Internal MDOT Form 2151) for each ITS site requiring service to the region cellular coordinator.
• For cable internet service, see the special provision for Communications Network and Cable Internet Co. (Estimate Cost to Contractor).
• For Wi-Max internet service, see the special provision for Wireless Link, Wi-Max.
• For any other form of telecommunication not listed; contact ITS Region staff for the coordination requirements during construction.

For wireless communications utilizing radio equipment that has a specified Line of Sight (LOS) requirement in the contract, the contractor is responsible for verifying and adjusting the LOS with the proper orientation to provide sufficient signal strength per the contract requirements and equipment specifications.

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Training

The contractor should train MDOT staff on both control software and hardware associated with specific ITS devices. Carefully review the ITS special provisions in the proposal to determine if any training is required.

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Project Submittals

There are a number of submittals required on ITS projects. The submittals specific for ITS projects include, but are not limited to:

• ITS device shop drawings.
• Acceptance Test Plans (ATP).
• System integration plan.
• Dynamic message sign factory acceptance test plan.
• Fiber optic test plan.

Carefully, review the ITS special provisions in the proposal for submittal requirements. In all cases, submittals must be approved by the engineer prior to the start of the specific ITS work. An example submittal list is included in attachment “A” to provide a basic level of understanding of the number of submittals that can be expected on a large ITS project.

Attachement A: ITS Submittals List

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Procurement Contract for Dynamic Message Sign

If the Dynamic Message Sign (DMS) procurement contract is utilized for the project, the ITS Region staff should be contacted to determine the current statewide DMS procurement contract coordinator. The coordinator can supply specifics on the DMS procurement order status, lead time, etc. The contractor is responsible for installing the DMS purchased from the statewide DMS procurement contract per the special provision for Dynamic Message Sign, Large, Install and Integrate.

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Inspection and Acceptance of Electrical Work

MDOT electricians shall inspect and accept all electrical work from the service disconnect to the ITS devices. The inspector will ensure all electrical work complies with National Electrical Code standards and regulations. Per the Material Source Guide for electrical work, “Suitability and compliance with specifications will be determined by the agency responsible for maintaining the system. This agency shall provide the project engineer with a memo or other appropriate form indicating that the inspection (including review of Test Data Certificate) has been made and that the material is acceptable.” Also, “Compliance with specifications will be determined by the agency responsible for maintaining the system. Agency must provide the project engineer with a memo or other appropriate form indicating that the inspection has been made and the material is acceptable.”

A licensed electrician, master or journeyman, from the region and/or Division of Operations – Signal Operations Section, should be identified by the project manager during the design phase for inspection services. The appropriate electrician(s) shall be invited to the pre-construction, progress and post-construction review meetings.

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ITS Testing Requirements

The pre-construction, construction, and acceptance testing requirements for ITS devices are outlined in the special provision for Basic Methods and Materials for ITS Work. This includes the Acceptance Test Plan (ATP), which is performed to ensure all functionality specified in the contract documents is met by the new ITS device and/or system. The contractor shall perform all portions of the ATP, with witness and approval by the engineer, or their designee, before entering the final acceptance test period or burn-in. ITS Region staff can assist with interpretation and clarification of the testing requirements.

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Advanced Traffic Management System Software Integration

The ITS Program Office has contracted with an Advanced Traffic Management System (ATMS) software vendor to develop a statewide ATMS software that allows MDOT and trusted partner agencies to monitor and control ITS devices from remote locations such as a Transportation Operations Center (TOC). Per the requirements outlined in the special provision for Integration, Advanced Traffic Management System (ATMS) Software, the contractor is required to subcontract the ATMS software vendor to perform confirmation and unit testing of the ITS device(s) and ATMS software integration. During the development phase, the project manager is required to secure Federal Highway Administration approval to use the above special provision for the sole source contracting of the ATMS software vendor.

ATMS integration shall take place before acceptance testing has commenced. The ATMS software vendor is responsible for contacting the MDOT/TOC responsible for operation of the new devices before device integration and testing can begin. The engineer or their designee must keep the TOC apprised of the schedule for integration of new devices, and will assist in tracking the device performance during the acceptance test period.

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Road Weather Information System Online Integration

The Environmental Sensor Stations (ESS) shall be integrated into the current Road Weather Information System (RWIS) system of data retrieval, storage, and display utilized by MDOT. The system allows MDOT and trusted partner agencies to view data obtained from ESS via a secure, password enabled website. The requirements outlined in the special provision for Environmental Sensor Station, the contractor shall ensure that all ESS devices can be fully integrated into the current RWIS system, or equivalent, that is specified in the contract documents.

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Federal Regulatory Agencies

ITS devices and structures are subject to compliance with the Federal Aviation Administration (FAA) and/or Federal Communications Commission (FCC) rules and regulations. The cases include, but are not limited to:

• ITS infrastructure located within the vicinity of an airport. The requirements vary depending on the airport, type/size of planes, flight patterns, etc. and will need to be investigated and confirmed during the design phase by the ITS design engineer.
• All ITS infrastructure (communication towers, poles, etc.) within 20,000 feet of a licensed public airport and breaks a 1:100 slope from the nearest point on the runway.
• All ITS infrastructure exceeding a height of 200 feet above ground level.
• Licensed wireless point-to-point and point-to-multipoint communications equipment.

In these cases, the engineer shall coordinate with the ITS Region and ITS Program Office staff if necessary, to ensure compliance with all applicable FAA and/or FCC rules and regulations. In all cases, the filing of permits for these sites must be coordinated with the ITS Region staff and assisted by the ITS Program Office. The requirements may include, filing with the FAA to complete glide slope studies, filing for Notice to Airmen when applicable, coordinating with the FCC to provide an Antenna Structure Registration number, frequency coordination to ensure no wireless interference is created, and installation of tower lighting.

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Final Acceptance

In addition to MDOT procedures required for final acceptance of a normal construction project, requirements for final system inspection and acceptance testing of an ITS project are specified in the special provision for Basic Methods and Materials for ITS Work. At the final inspection, a representative of the ITS equipment manufacturer must demonstrate to the engineer, or designee, that the ITS devices, equipment and software functions as specified in the contract documents. After successful completion of the final inspection and ATP, there is an acceptance test period burn-in to identify, isolate, and correct any problems with the hardware, software, and interfaces. Final acceptance of the ITS project shall not be issued until after the acceptance test period, this includes successfully completing acceptance testing procedures and specified burn-in period and all contractual requirements are satisfied by the contractor.

ITS Region staff can assist with clarifying ATP and burn-in procedures, and overall sequencing of final acceptance activities. Also, see the special provision for Basic Methods and Materials for ITS Work for additional information related to final system acceptance.

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Final Close-Out Documentation

In addition to the standard project close-out requirements, the documentation that the contractor must submit prior to final close-out of an ITS project is outlined in the special provision for Basic Methods and Materials for ITS Work. The documentation includes, but is not limited to:

• Site evaluation report.
• Approved shop drawings.
• Equipment data and ATP.
• Warranty documentation.
• As-built documentation.
• Device access information.

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Construction Reviews

An interim and post-construction review shall be performed on all ITS projects in accordance with Bureau of Highways Instructional Memorandum (BOH-IM) 2007-09, Post Construction Reviews. A representative from the ITS Program Office along with all other required personnel shall be invited to all post-construction reviews.

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