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Procurement Practices
Resource: Procurement Practices Points-of-Contact
Resource type: People
• Mac Lister, FHWA Resource Center, (708) 283-3532, Mac.Lister@dot.gov
• Emiliano Lopez, FHWA Office of Transportation Management, (202) 366-2199, Emiliano.Lopez@dot.gov
• Althea Goodine, FTA Office of Mobility Innovation, (202) 366-6678, Althea.Goodine@dot.gov
Resource: Software Program Managers Network Website
Resource type: Website
Description: The site presents, in a concise format, 16 best practices that government managers can use in large-scale acquisition projects that involve software. Each of the 16 best practices are presented with "what you need to know" essential facts and "how to" implementation guidelines. The site also contains 23 lessons learned that address various aspects of software acquisition. The website calls the 16 best practices "Critical Software PracticesTM," grouped into the areas of project integrity, construction integrity, and product stability and integrity. This website was developed as part of a project funded by the Navy that ran from 1992 to 2001. Some of the best practices and lessons learned are specific to a defense environment but others are equally applicable to ITS projects.
Cost: Free
To Access This Resource: Access the website address http://www.spmn.com.
Resource: Guide to Contracting ITS Projects
Resource type: Software tool
Description: This online software tool assists the user in applying an eight-step decision model for procurement of ITS products and services presented in NCHRP Report number 560 Guide to Contracting ITS Projects. Steps include assessment of the complexity and risk of ITS project for which the procurement is taking place, selection of applicable systems engineering processes and procurement packages, and defining the scope, terms and conditions of a final contract. The tool uses an interactive and checklist format to walk the user through various steps and decision points. Users are strongly encouraged to read Guide to Contracting ITS Projects before using the software tool.
Cost: Free
To Access This Resource: Access the website address http://www.trb.org/nchrp/its/index.htm.
Resource: Guide to Contracting ITS Projects (NCHRP Report number 560) (2006)
Resource type: Document
Description: This report presents an eight-step decision model for procurement of ITS products and services. Steps include assessment of the complexity and risk of ITS project for which the procurement is taking place, selection of applicable systems engineering processes and procurement packages, and defining the scope, terms and conditions of a final contract. A companion report Considerations for a Guide to Contracting ITS Projects describes the approach taken by the research team to develop the decision model and presents several interim findings. A companion software tool assists the user in applying the eight-step decision model.
Cost: $30 for the hardcopy version of Guide to Contracting ITS Projects; the online versions of both reports are free.
To Access This Resource: To order the hardcopy version of Guide to Contracting ITS Projects, contact the Transportation Research Board (TRB) Bookstore at http://www.trb.org/bookstore and search for "NR560," (202) 334-3213, fax: (202) 334-2519. For the online version of both reports, access the following website addresses:
• Guide to Contracting ITS Projects: http://onlinepubs.trb.org/onlinepubs/nchrp/nchrp_rpt_560.pdf
• Considerations for a Guide to Contracting ITS Projects: http://onlinepubs.trb.org/onlinepubs/nchrp/nchrp_w85.pdf
Resource: Factors in Decisions to Make, Purchase, and Use On-board Safety Technologies (FMCSA-MCRT-06-003) (2005)
Resource type: Document
Description: This report documents the findings of a study of what motivates key commercial vehicle stakeholders when making decisions to manufacture, buy or use on-board safety technologies. Telephone interviews were conducted with several individuals representing a wide range of stakeholders: 19 motor carriers, five insurance companies, two associations, one driver training program. Factors identified in making manufacturing, purchase and use decisions include return on investment, demonstrated effectiveness to improve safety, reliability, maintainability, liability, market demand, initial cost, market image, driver acceptance, and ease of integrating the new technology into the existing layout of the commercial vehicle cab.
Cost: Free
To Access This Resource: Access the following website addresses:
• Adobe Acrobat format:
http://www.fmcsa.dot.gov/facts-research/research-technology/report/
factors-in-decisions.pdf
• HyperText Markup Language (HTML) format:
http://www.fmcsa.dot.gov/facts-research/research-technology/report/factors-in-decisions.htm
Resource: Specification Guide for Procurement of NTCIP-Compliant Dynamic Message Signs (DMS) (2002)
Resource type: Document
Description: This document provides guidance on how to procure dynamic message signs that are compliant with the National Transportation Communications for ITS Protocol (NTCIP) 1203 Dynamic Message Signs v1 standard. The guide contains an overview of the NTCIP standard, an explanation of the need to include particular information when developing an NTCIP specification for dynamic message signs, a suggested outline for procurement specifications, and sample text for inclusion in the specifications.
Cost: Free
To Access This Resource: Access the website address http://www.standards.its.dot.gov/Documents/genDMSSpec.pdf.
Resource: Successful Traffic Signal System Procurement Techniques: A Summary of Effective Processes (FHWA-OP-02-032) (2002)
Resource type: Document
Description: Traffic signal systems are benefiting from the micro-computing and technology explosion of the past several decades. These new systems are more adaptable and more reliable than traffic signal systems of the past. However, these new technologies, and the capabilities enabled by them, introduce difficulties in procurement. Agencies are finding that these systems, equipment, and software do not meet their expectations for functionality and maintainability. In addition, it has become more difficult to manage the budget and schedule of a traffic signal system installation project. This document outlines a suggested procurement methodology that can support agencies in defining their signal systems needs and communicating those needs in a procurement.
Cost: Free
To Access This Resource: Access the website address http://www.itsdocs.fhwa.dot.gov/jpodocs/repts_te/13611.html, EDL number 13611. To order a hardcopy, contact the Operations/ITS HelpLine, (866) 367-7487 or itspubs@dot.gov.
Resource: Procurement Case Studies (2000)
Resource type: Document
Description: This series of four case studies examines procurement approaches used to deliver ITS projects. The purpose of this series is to provide examples of successful strategies that have been used to overcome challenges to ITS procurement contained within the traditional design-bid-build approach.
Cost: Free
To Access This Resource: To order a hardcopy, contact the Operations/ITS HelpLine, (866) 367-7487 or itspubs@dot.gov. For the online version, access the following website addresses:
• Georgia's Intelligent Transportation System NaviGAtor Systems Integrator Contract – Use of a Systems Integrator to Manage ITS Implementation (FHWA-OP-01-019):
http://www.itsdocs.fhwa.dot.gov/jpodocs/repts_te/13459.pdf, EDL number 13459
• Michigan Intelligent Transportation System Center – Use of a Design/Build/Warranty Contract (FHWA-OP-01-020):
http://www.itsdocs.fhwa.dot.gov/jpodocs/repts_te/13460.pdf, EDL number 13460
• The Las Vegas Freeway and Arterial Management System – Use of a Systems Manager Contractor to Procure ITS (FHWA-OP-01-021):
http://www.itsdocs.fhwa.dot.gov/jpodocs/repts_te/13461.pdf, EDL number 13461
• CHART II Software Upgrade – Using a Design Competition to Procure ITS Software (FHWA-OP-01-022):
http://www.itsdocs.fhwa.dot.gov/jpodocs/repts_te/13462.pdf, EDL number 13462
Resource: ITS Software: Effective Acquisition Practices (2000)
Resource type: Document
Description: This report presents the results of a study on effective software acquisition practices for intelligent transportation systems. This document was prepared under the guidance of the National Cooperative Highway Research Program (NCHRP). This report presents the results of surveys, interviews, and roundtable discussions with transportation officials and contractors at the state and local levels. The report examines the types of software acquisition projects that agencies are undertaking, problems they have encountered during the process, and techniques they are using or have used to deal with these problems. The report also discusses software acquisition and engineering techniques that have proven effective in other industries and in non-transportation government sectors.
Cost: $68-$85 depending on membership status in the Association of American State Highway and Transportation Officials (AASHTO). Available in both electronic and hardcopy versions.
To Access This Resource: Contact the AASHTO Bookstore, (800) 231-3475, fax: (800) 525-5562, http://bookstore.transportation.org and search for "ITS-1."
Resource: What's Yours, Mine, and Ours – Overcoming Intellectual Property Rights Issues: A Cross-Cutting Study (FHWA-OP-99-021/FTA-TRI-11-99-11) (2000)
Resource type: Document
Description: This report is one in a series designed to educate public sector managers about particular ITS technologies. Debate over ownership of intellectual property rights has caused substantial setbacks in some ITS projects, delaying the time that innovations can be commercialized and accessible to all jurisdictions. However, there are solutions to these daunting problems. This report explores how the public and private sector partners in the Phoenix and San Antonio Metropolitan Model Deployment Initiative (MMDI) efforts successfully came to agreement on intellectual property rights.
Cost: Free
To Access This Resource: Access the website address http://www.itsdocs.fhwa.dot.gov/jpodocs/repts_te/11486.pdf, EDL number 11486. To order a hardcopy, contact the Operations/ITS HelpLine, (866) 367-7487 or itspubs@dot.gov.
Resource: The Road to Successful ITS Software Acquisition (1998)
Resource type: Document
Description: This document assembles best practices and presents useful advice on how to acquire software components of intelligent transportation systems. The intended audience is customers of software vendors – project leaders, technical contract managers, decision-makers, and consultants. The document presents a series of themes that serve as guiding principles for achieving a successful software acquisition, including themes based on people, management, and systems. Software acquisition activities that build upon these themes are presented in subsequent chapters. Among the activities covered are building a team, developing requirements, making build/buy decisions, resolving intellectual property rights issues, acceptance testing, and project and risk management. Also included are case studies to illustrate the various points, as well as key point summaries and checklists to facilitate use of the material. The document concludes with brief stand-alone topic sheets that review issues related to software acquisition.
Cost: Free
To Access This Resource: To order a hardcopy of any of these documents, contact the Operations/ITS HelpLine, (866) 367-7487, itspubs@dot.gov. For the online version, access the following website addresses:
• Executive Summary:
http://www.itsdocs.fhwa.dot.gov/jpodocs/repts_te/4132.pdf, EDL number 4132
• Volume I: Overview and Themes (FHWA-JPO-98-035):
http://www.itsdocs.fhwa.dot.gov/jpodocs/repts_te/4130.pdf, EDL number 4130
• Volume II: Software Acquisition Process Reference Guide (FHWA-RD-98-036):
http://www.itsdocs.fhwa.dot.gov/jpodocs/repts_te/4131.pdf, EDL number 4131
Resource: Guidebook for Selecting Technology for Rural and Small Urban Public Transportation Systems (TCRP Report number 76) (2002)
Resource type: Document
Description: This guidebook helps public transportation professionals identify appropriate technologies for their transit systems, which can range from off-the-shelf computer software to automatic vehicle location (AVL) systems. The guidebook encourages readers to conduct a self-assessment of the services, character, and environment of their own transit system in order to select the technology best suited to their needs. The guidebook lists grants and revenue sources that can be used to pay for these technologies. Finally, the guidebook offers recommendations on developing an implementation plan, conducting the procurement process, and installing the new technology system.
Cost: $17 for the hardcopy version; the online version is free.
To Access This Resource: To order the hardcopy version, contact the Transportation Research Board (TRB) Bookstore at http://www.trb.org/bookstore and search for "TC076," (202) 334-3213, fax: (202) 334-2519. For the online version, access the website address http://onlinepubs.trb.org/onlinepubs/tcrp/tcrp_rpt_76.pdf.
Resource: A Handbook for Acquiring Demand-Responsive Transit Software (TCRP Report number 18) (1996)
Resource type: Document
Description: This handbook is intended to assist providers of demand-responsive transit (DRT) in the selection, acquisition, and implementation of software for DRT operations and administration. The purpose of this handbook is to advise providers of DRT services about computer software and other technology appropriate for DRT applications, and to assist software vendors in understanding the market for DRT software and technologies.
Cost: $26 for the hardcopy version; the online version is free.
To Access This Resource: To order the hardcopy version, contact the Transportation Research Board (TRB) Bookstore at http://www.trb.org/bookstore and search for "TC018," (202) 334-3213, fax: (202) 334-2519. For the online version, access the website address http://onlinepubs.trb.org/onlinepubs/tcrp/tcrp_rpt_18.pdf.
Resource: ITS Software Acquisition (NHI Course number 137019)
Resource type: Training course
Description: This course provides a general understanding of the many issues involved in the development, management, and deployment of ITS software. Topics covered include the challenges software projects present and how to overcome them, the guiding principles to use for acquiring software successfully, and selection of an appropriate contracting mechanism. Skill Level: Core learning. Target Audience: State and local personnel, such as project leaders, who will be involved in ITS projects that have a significant software component to them. FHWA Resource Center and Division office personnel who are involved in coordinating these projects would also benefit. Course Length: Two days.
Cost: $300 per participant
To Access This Resource: Access the website address http://www.nhi.fhwa.dot.gov/training/brows_catalog.aspx and search for course number "137019."
Resource: Intelligent Transportation System (ITS) Procurement (NHI Course number 137020)
Resource type: Training course
Description: This seminar is intended to heighten awareness of the challenges in procuring ITS within the traditional construction project environment. This seminar combines lectures with presentations of case studies to describe the lessons learned from past ITS projects, and explain how best practices can be instituted to help ensure successful ITS procurement. This seminar is a companion to, but not a prerequisite to, ITS Software Acquisition. Skill Level: Core learning. Target Audience: Federal, state, and local transportation professionals directly involved in procuring ITS systems, especially those responsible for developing and reviewing statements-of-work for ITS procurement, including program managers, contracting officers, and attorneys. Course Length: One day.
Cost: $200 per participant
To Access This Resource: Access the website address http://www.nhi.fhwa.dot.gov/training/brows_catalog.aspx and search for course number "137020."
Resource: Introduction to Systems Engineering for Advanced Transportation (NHI Course number 137024)
Resource type: Training course
Description: This course provides an introduction to systems engineering for ITS project managers and staff, allowing participants to understand the benefits of applying systems engineering approaches to developing quality systems. The course covers both technical practices (modeling, prototyping, trade-off analysis, and testing) and management practices (risk analysis and mitigation). Skill Level: Core learning. Target Audience: Transportation engineers and other information technology (IT) professionals and technical staff at all levels of the public and private sectors, including ITS project managers, technical team members, contractors, and staff. Project managers in particular may benefit from this course. This course is available in classroom, Web-based and blended instructor-led/Web-based versions. Course Length: Two days for the classroom version; 10 hours for the Web-based and blended versions.
Cost: $300 per participant for the classroom version; $175 per participant for the Web-based version; $250 per participant for the blended version.
To Access This Resource:
• For the classroom version, access the website address http://www.nhi.fhwa.dot.gov/training/brows_catalog.aspx and search for course number "137024."
• For the Web-based and blended versions, access the website address http://www.citeconsortium.org/courses/SE101.html or contact Kathleen Frankle, Consortium of ITS Training and Education (CITE), (410) 414-2925, KFrankle@umd.edu.
Resource: Managing High Technology Projects in Transportation (NHI Course number 137026)
Resource type: Training course
Description: The goal of this course is to improve the project management skills of both public and private sector personnel responsible for managing the implementation of technology-intensive transportation projects. The course provides training on the fundamental principles and practices of good project management; the steps to be taken for the planning, design, and implementation of transportation systems projects; the types of project management tools available; and the basic skills required to be a good project manager. Skill Level: Core learning. Target Audience: Current and prospective project managers from state and local transportation agencies, as well as those in the private sector who support the implementation of advanced transportation projects. Course Length: Two days. This course is available in classroom, Web-based and blended instructor-led/Web-based versions. Course Length: Two days for the classroom version; eight hours for the Web-based and blended versions.
Cost: $300 per participant for the classroom version; $200 per participant for the Web-based version; $250 per participant for the blended version.
To Access This Resource:
• For the classroom version, access the website address http://www.nhi.fhwa.dot.gov/training/brows_catalog.aspx and search for course number "137026."
• For the Web-based and blended versions, access the website address http://www.citeconsortium.org/courses/2mod11.html or contact Kathleen Frankle, Consortium of ITS Training and Education (CITE), (410) 414-2925, KFrankle@umd.edu.
Resource: Configuration Management (CM) for Traffic Management Systems (NHI Course number 137042)
Resource type: Training course
Description: Configuration management (CM) is the practice of handling changes systematically so that a facility maintains its integrity over time. CM involves policies, procedures, techniques, and tools to manage and evaluate proposed project changes, track the status of changes, and maintain an inventory of system and support documents. This course presents issues surrounding CM and recommended practices for agencies to consider in a modular manner. A two-day version of the course presents all 10 modules. The sponsor may select modules to be presented in the one-day version of the course. Target Audience: Any individual involved in the planning, design, implementation, management, operation, or maintenance of transportation systems, including representatives of metropolitan planning organizations, traffic management centers, state and local governments, FHWA, universities, and consultants. Course Length: Two days.
Cost: $300 per participant
To Access This Resource: Access the website address http://www.nhi.fhwa.dot.gov/training/brows_catalog.aspx and search for course number "137042."
Resource: DMS Procurement Workshop
Resource type: Training course
Description: This workshop discusses the nuts and bolts of a successful dynamic message sign (DMS) procurement. Participants will learn to develop methods for incorporating National Transportation Communications for ITS Protocol (NTCIP) standards into their DMS specifications. The workshop gives participants practical, ready-to-use information on a full range of topics related to the procurement of standards-based DMS systems. Target Audience: Public and private sector professionals responsible for specifying and procuring ITS-related equipment and services. Transportation/ITS engineers, project managers, technical team members (specification writers), consultants, contractors, and operators will all benefit from the workshop. Course Length: Two days.
Cost: Free
To Access This Resource: Access the website address http://www.ops.fhwa.dot.gov/int_its_deployment/standards_imp/dmswkshp.htm or contact Tom Stout, FHWA Office of Transportation Management, (202) 366-6054, Tom.Stout@dot.gov.
Resource: Guidelines for Successful ITS Procurement
Resource type: Training course
Description: This course presents the eight-step decision model for procurement of ITS products and services presented in NCHRP Report number 560 Contracting for ITS Projects, as well as a Web-based software tool of the same name. Steps in the decision model include assessment of the complexity and risk of ITS project for which the procurement is taking place, selection of applicable systems engineering processes and procurement packages, and defining the scope, terms and conditions of a final contract. This interactive Web-based training course ("webinar"), offered March 15, 2006, has been archived in several formats: the MS PowerPoint presentation given, a transcript that includes the question and answer period, and an audio recording with simultaneous text captioning.
Cost: Free
To Access This Resource: Access the following website addresses:
• MS PowerPoint presentation: http://www.pcb.its.dot.gov/T3/session29/T3_S29_ppt.ppt
• Transcript in HyperText Markup Language (HTML) format: http://www.pcb.its.dot.gov/t3/session29/session29text.asp
• Audio recording using Macromedia(R) Flash(R): http://www.pcb.its.dot.gov/T3/session29/T3_29_Flash.html
Resource: What Executives Need to Know About Software Acquisitions
Resource type: Training course
Description: This course presents eight practical steps government executives can take to successfully manage ITS projects that involve acquiring software. Successful practices include providing adequate resources, fostering teaming, attempting to "buy instead of build," breaking the project into pieces, selecting the right vendor and contracting mechanism, resisting schedule pressure, and emphasizing software quality from the start of the project. This interactive Web-based training course ("webinar"), offered July 12, 2006, has been archived in several formats: the MS PowerPoint presentation given, a transcript that includes the question and answer period, and an audio recording with simultaneous text captioning.
Cost: Free
To Access This Resource: Access the following website addresses:
• MS PowerPoint presentation: http://www.pcb.its.dot.gov/t3/session34/S34_ppt.ppt
• Transcript in HyperText Markup Language (HTML) format: http://www.pcb.its.dot.gov/t3/session34/session34text.asp
• Audio recording using Macromedia(R) Flash(R): http://www.pcb.its.dot.gov/t3/session34/T3%20-%20July%2012,%202006.html
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