MnDOT Contract No Exhibit A Detailed Scope of Work and Deliverables

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1 SCOPE MnDOT requests responses for assistance with Phase 2 of the MnDOT Facility Design Guide (FDG) to create or adapt figures and tables, and to format and lay out pages, sections, and chapters of the FDG. The MnDOT Road Design Manual (RDM) content has become out of date over the course of time and is currently out of alignment with national design criteria and the state of the practice in numerous key respects, notably emerging performance-based approaches. Rather than merely updating the current RDM within its existing scope, format, and organizational structure, MnDOT will fashion a replacement publication with a different title, modified chapter organization, completely new page formats, highly graphical approach, and full integration of all modes and user groups into project consideration and design decision making. The FDG acknowledges various facility types including non-motorized facilities and characterizes its content as design guidance rather than policy or standards. This will be Phase 2 of the FDG project. In Phase 1, MnDOT developed a style guide, page layout templates, and procedures for development of graphics and pages. The deliverables from Phase 1 will be used by the Phase 2 Successful Responder to produce pages and chapters of the MnDOT FDG using content developed by MnDOT staff. The Successful Responder will also develop of guidelines for maintaining and updating the FDG, which will be performed by MnDOT staff or consultant editors under future contracts. Phase 2 deliverables will be developed using content provided by MnDOT. All of the Successful Responder s work products will receive technical review from the MnDOT Project Manager (PM) and the FDG advisory committee. The FDG will be developed and reviewed continuously as material is developed section by section, and chapter by chapter. Technical comments will be provided to the Successful Responder for incorporation. After all technical content for each chapter is approved by the MnDOT PM, prior to publication the chapter will go through an editorial review to confirm formatting and Americans with Disabilities Act (ADA) compliance. The FDG general requirements are as follows: a. Portable and Printable Usable in areas of the state with no internet access and in situations where computer hardware is not nearby. b. Searchable All text including captions and labels. c. Navigable Internal links to aid and speed movement within the document. Hyperlinks to external documents. d. Digestible Small, concise paragraphs to the extent practical. Heavily structured format. Column widths and formats that conform to writing guides and rules of thumb relating to readability. e. Accessible Conforms to ADA requirements, the State of Minnesota s Accessibility Standards, the Web Content Accessibility Guidelines (WCAG) 2.0, Level AA, and Section 508 of the Rehabilitation Act, where applicable. f. Graphically Oriented Where appropriate and possible, graphics should lead the presentation of information. Innovative and creative illustrative methods including 3D/orthographic projections. Color will be used where it serves a utilitarian purpose for instance, to highlight different land use context zones. Color will not be used for stylistic purposes for instance, to highlight different chapters of the guide or to add flair. g. Easily Editable and Updatable Will exist as a living document. Formats and graphics will not be so complex as to be exceedingly difficult or cumbersome to edit. Section breaks used as appropriate to compartmentalize content. h. Computer File Formatting Portable Document Format (PDF) for publication. Software requirements as provided herein below. i. Page Formatting and Fonts Established in the Style Guide developed for this project, summarized herein below. [CS/CM Last Updated 08/16/2017] 1

2 FDG Proposed Chapter Outline Chapter 1 MnDOT Goals, Principles, and Strategic Objectives Chapter 2 Design Process and Approach Chapter 3 Design Framework and Controls Chapter 4 Configurations and Cross Sections Chapter 5 Alignment and Superelevation Chapter 6 Intersections (Conventional, Circular) Chapter 7 Grade Separations and Interchanges Chapter 8 Non-motorized Facilities Chapter 9 Site Designs Chapter 10 Roadside Design and Traffic Barriers Chapter 11 Pavements Chapter 12 Drainage and Erosion Control Chapter 13 Bridges and Structures Chapter 14 Miscellaneous Design Subjects Software Requirements and Style Guide Software: MnDOT FDG production will have three distinct elements: Content (or text) development, graphic production, and layout: a. Content: Microsoft Word will be used to create text content, and Microsoft Word or Excel will be used to create most tables, or existing MnDOT Road Design Manual (RDM) tables may need to be reformatted or re-created from other formats. b Graphics: Each graphics workflow option has a different software recommendation which reflects a different level of effort required to achieve each style. Computer-aided Drafting (CAD) based graphics - Basic level of effort: o Bentley Microstation CAD is the MnDOT standard and will be used to create many of the graphics. Many of the existing RDM graphics were created in Microstation and will be need to be modified for use in the FDG. A Microstation pen table can be written that overrides some of the color and line weight outputs in existing CAD drawings to provide a more design-guide friendly image. Some CAD graphics will need to be exported for additional enhancement in other graphics software. Sketchup-based graphics - Moderate level of effort: o Sketchup software (Trimble, Inc.) alone can produce the some graphical content that is similar to CAD, but with the possibility of a more appealing and readable aesthetic and the ability to view objects in a 3D representation. However, Sketchup styles are highly automated and therefore precise manual control of the details of a graphic can be difficult to achieve. Sketchup or CAD exported to Adobe Illustrator or Adobe Photoshop High level of effort: o This workflow has the potential to create aesthetically appealing graphics, with precise manual control over graphical elements. The provides the most tools available for clear communication and graphic legibility, but requires the greatest labor to produce, a specialized skillset is required, and it would be the least straightforward type of graphic to update. c. Layout: Adobe InDesign is the appropriate tool for creating a modern document containing text along with hundreds of images and graphics. A word processor alone is not the appropriate tool for this job because it is not able to efficiently store the amount of data that is contained in a professional graphical layout. Adobe InDesign is part of the Adobe CC suite. The Adobe CC suite is a collection of professional graphic design programs that provides full capabilities for graphic design and layout. It is the global standard software platform known by almost every graphic designer. d. ADA Compliance Verification: Each final chapter deliverable will be evaluated for ADA compliance by running it with JAWS Screen Reading Software (Freedom Scientific, Inc.), an assistive screen reader technology commonly used by persons with disabilities. [CS/CM Last Updated 08/16/2017] 2

3 Style Guide: A Style Guide has been developed for this project. Some of the document style decisions that have already been made include, but are not limited to, the following: Page layout o Portrait orientation o Dual-column or single-column arrangement may be used, depending on content o Margins, column, and gutter widths, and text justification have been determined Navigation elements o Section numbering and page numbering protocols have been determined o Header/footer content and organization have been determined o Table and figure numbering protocol has been determined Typography o Brandon font family (Brandon Text for body, tables and captions; Brandon Grotesque for headings) o Font sizes have been determined for text, headings, tables, and captions o Routed Gothic font labeling of engineering graphics will be added using InDesign Color palate o Minnesota blue and green, with accent orange/cream/gold o Graphics and illustrations will use colors representative of the real world, not to be constrained by the blue/green/accent palate WORK PLAN The Successful Responder will perform the following tasks: Task Descriptions Task 1: Project Management 1.1 Quality Management Plan: Provide a Quality Management Plan (QMP) document that describes the processes, procedures, roles and responsibilities that will be used by the Successful Reponder to proactively monitor and manage the quality, accuracy, and timeliness of all deliverables. The QMP will describe roles/responsibilities and processes for producing work products and for checking work products prior to transmittal to MnDOT. The QMP will include lines of communication for the project within the Successful Responder s company, including any subcontractors, and propose a process for resolution between MnDOT and Successful Responder regarding any quality or performance issues that may occur. The QMP will include file naming conventions, file folder/directory structure, version management of work products and files, and methods for transmitting files, including very large files. Updates or revisions of the QMP will be required. The quality management process will incorporate sufficient time for MnDOT review of deliverables, and interface with the MnDOT review process for each level of deliverable (tables, figures, sections and chapters). Deliverable: QMP 1.2 Work Planning Schedule and Progress Chart: Prepare and maintain a master chart of the project schedule and progress, for chapters and their elements including, but not limited to, the following: tables, figures, illustrations, section layouts chapter layouts MnDOT review revisions submittal dates for draft and final deliverables. Note: The work will not be performed in the numerical order of chapters in the FDG Proposed Chapter Outline. MnDOT will determine the order in which chapters will be completed. [CS/CM Last Updated 08/16/2017] 3

4 1.2.2 Prepare the Work Planning Schedule and Progress Chart using non-proprietary commercially-available software that is suitable for tracking a project of this complexity, baselined through discussion with MnDOT, updated and submitted to MnDOT monthly to monitor progress of the work. The main purposes of the Work Planning Schedule and Progress Chart are to 1) establish order and duration for completion of individual chapters, 2) facilitate detailed tracking of all of the Successful Responder s work products that will require MnDOT review or coordination with MnDOT content preparation, 3) efficiently identify priorities for the Successful Responder s work efforts as the project moves forward, and 4) evaluate progress in terms of the overall project schedule. Deliverable: Work Planning Schedule and Progress Chart, updated monthly. 1.3 Meetings: To ensure continued coordination throughout the project, meet with the MnDOT project team and others to discuss the status of the project and upcoming work that is planned, and to review work products. The contents and timing of these meetings will be determined by the MnDOT project team during the project with input from the Successful Reponder and others. Deliverable: Weekly check in phone calls, monthly project team meetings, bi-monthly FDG Advisory Council meetings Meet with MnDOT staff for the following series of meetings: Weekly check-in phone conference call (30 60 minutes, as needed). One 90-minute in-person meeting per month with the MnDOT project team, and other individuals as needed. Bi-monthly (i.e. every-other month) 2.5-hour meetings with the FDG Advisory Council. Deliverable: Meeting agendas and meeting notes. Task 2: Facilities Design Guide Production: The following sub-tasks 2.1 through 2.5 will be completed for each chapter of the FDG, utilizing the style guide developed for the project and other guidance for the project regarding style, vision, accessibility and use of the FDG document. Coordinate the work of this task considering the work effort priorities established in the Work Planning Schedule and Progress Chart for chapters and their constituent sections, tables and figures. 2.1 Technical Review Log Create and maintain a log of technical review comments organized by chapter, section and sub-section, and the resolution of those comments. Organize the technical review log similarly to the FDG chapter table of contents, but also including tables and figures. Deliverable: Transmittal letters to be provided on a regular schedule for orderly submittal of work products, noting the status of covered items development, review, and approval Develop and maintain a list, organized by chapter, section and sub-section, of tables, figures and illustrations including title, table or figure number, file name, and Projectwise folder location for each item. Deliverables: Technical review log for each chapter in-progress, updated and submitted monthly. Monthly updated list of tables and figures, including title, file name, and folder location. 2.2 Tables, Figures and Illustrations Adapt existing RDM tables, figures, and illustrations or create new content, as directed by MnDOT PM Transmit draft tables, figures, and illustrations in PDF, or native format if requested by MnDOT, to the MnDOT PM for coordination of technical review Enter the review status of tables, figures, and illustrations in the technical review log, make technical revisions in accordance with reviewer comments and as directed by MnDOT PM, and manage files of iterated versions. Deliverable: Tables, figures, and illustrations submitted for technical review. [CS/CM Last Updated 08/16/2017] 4

5 2.3 Pages and Sections of Chapters Lay out pages and sections of chapters incorporating text content provided by MnDOT and tables/figures/illustrations developed in Task Apply tags, threading and alt-text to each section as necessary for ADA compliance to WCAG 2.0 Level AA Transmit sections of chapters in PDF, or native format if requested by MnDOT, to MnDOT PM for coordination of technical review Enter the section review comments in the technical review log, manage files of iterated versions, and make technical revisions to sections in accordance with reviewer comments and as directed by MnDOT PM. Deliverable: Individual sections including text, tables, and figures submitted for technical review. 2.4 Chapters Assemble the technically-reviewed and revised final versions of sections into a complete chapter, and transmit to the MnDOT PM in PDF for final technical review by MnDOT. Deliverable: Complete chapters in PDF format ready for final technical review Enter the chapter review comments in the technical review log, and make final technical revisions to the chapter in accordance with reviewer comments and as directed by MnDOT PM. Deliverables: Complete chapters with all technical review comments incorporated, submitted in PDF and native format, ready for editorial review Apply tags, threading, alt-text, and other formatting to the chapter as necessary for reflow on desktop/laptop computers, tablets, and smart phones, and ADA compliance to WCAG 2.0 Level AA Transmit the approved final chapter ready for editorial review with all technical revisions and formatting completed, in PDF and native format, to MnDOT PM for coordination of editorial review. Note: there will be occasions when a substantial partial chapter will be published with a placeholder for subsequent completion of certain missing sections. 2.5 Editorial Review and Publication Incorporate all editorial comments including any comments regarding formatting and ADA compliance into a complete chapter ready for publication Transmit the completed chapter in PDF and native format to MnDOT for publication. Deliverable: Complete chapters with all editorial review comments incorporated, submitted in PDF and native format, ready for publication by MnDOT Task 3: Documentation of FDG Chapters: Source Files, and Summary of Changes 3.1 After completing each chapter, transmit all files to MnDOT, provide documentation of the locations and structure of Projectwise folders/directories and the component files, including how they are linked or referenced to each other. Deliverables: Transmit all files. Documentation of Source Files. 3.2 At the time each chapter is sent for editorial review, advise MnDOT with regard to creation of a document that summarizes notable changes in the new FDG chapter compared to the replaced RDM chapter, which will be used by MnDOT for training presentations. Documentation of changes will include a transition document for practitioners who are familiar with the RDM including a table that cross-lists where to find RDM topics in the new FDG chapter. [CS/CM Last Updated 08/16/2017] 5

6 Deliverable: Documentation of changes from RDM. Task 4: Documentation of Process and Guidelines for Updates 4.1 Write a guidance document for future MnDOT use that provides detailed software instructions and step-by-step guidance on how to revise or update all tables, figures, pages, and section layouts of the FDG, and provide documentation of any additional resources, such as special fonts, that will be required in the future for MnDOT to replicate or update the FDG. The instructions and guidance will include how to format or apply styles to text and headings, headers and footers, titles and captions, ADA compliance and reflow, how to insert revised tables or figures into a section, how to insert a revised section into a chapter, and how to convert revised section or chapter to ADAcompliant PDF for publication. Deliverable: Documentation of Process and Guidelines for Updates. MNDOT DELIVERABLES MnDOT will provide the following deliverables: Task 1: Scheduling and facilitation of meetings. Tasks 2 and 3: Provide Microsoft Word files of section text content. Coordinate technical review of tables, figures, and illustrations. Coordinate technical review of sections. Coordinate final technical review and approval of chapters. Coordinate editorial review of chapters. Publish final completed chapters. Provide limited access for Successful Responder to Projectwise. PROJECT SCHEDULE AND MILESTONES Contract schedule and duration of tasks: Contract time Contract execution through June 30, 2021 Task 1 Contract execution through June 30, 2021: Milestone: June 30, 2019 QMP (final approved deliverable completed). Milestone: July 26, 2019 Initial Work Planning Schedule and Progress Chart (final approved deliverable completed). Task 2 July 1, 2019 through December 31, 2020: Milestone: December 31, 2020 is the deadline for completion of the Facilities Design Guide. Task 3 July 1, 2019 through December 31, 2020 Task 4 January 1, 2021 through April 30, 2021 Milestone: March 31, 2021 draft Documentation of Process and Guidelines for Updates (draft deliverable submitted for review). Milestone: April 30, 2021 final Documentation of Process and Guidelines for Updates (final approved deliverable completed). THE BALANCE OF THIS PAGE HAS BEEN INTENTIONALLY LEFT BLANK [CS/CM Last Updated 08/16/2017] 6

HUMBOLDT COUNTY Website Accessibility Policy

SECTION: Information Technology ORIGINAL ISSUE DATE: 11/08/2016 REVISION DATE: 02/27/2018 10/16/2018 PAGE 1 OF 4 HUMBOLDT COUNTY Website Accessibility Policy I. PURPOSE The purpose of this policy is to