July 17, 2018

Ms. Holly Arnold

Office of Planning
Maryland Transit Administration
William Donald Schaefer Building
th
6 Saint Paul Street, 9 Floor
Baltimore, MD 21202

REFERENCE: Contract Number MTA 1246C, Task TBD

McCormick Taylor Job No. 5563-TBD
MAGLEV Document Commenting Application

ATTN: Mr. George Hill

Dear Mr. Hill:

McCormick Taylor (MT) is pleased to present this combined Scope of Service and fee to
assist the Maryland Department of Transportation Maryland Transit Administration
(MDOT MTA) to develop a custom web application to facilitate the review and agency
commenting process for the MAGLEV Draft Environmental Impact Statement. The
following task is outlined in the attached scopes of services.

The total estimated cost to complete the activities described in the Scope of Services is
$66,071.59, all allocated to McCormick Taylor, Inc. No former State of Maryland
Employees are engaged with this task order proposal.

McCormick Taylor appreciates the opportunity to perform these services for the MDOT
MTA. If you have questions regarding this proposal, please contact me at your
convenience. We are looking forward to working with you on this exciting project.

Very truly yours,

_______________________________________
H. James Dorsey, P.E.
Director, Transportation Engineering
Application Purpose:
McCormick Taylor (MT) proposes to develop a custom web application to allow Maryland Department of
Transportation Maryland Transit Administration (MDOT MDOT MTA) staff to upload pre-authored Word
documents which can be distributed to a group of users for review. Reviewers will be presented with a
simplified, web-based view of the document where they can add comments tied to specific portions of
the document. The application will provide administrators with a suite of intuitive tools to manage,
review, and respond to comments received, as well as export an errata document in Excel format.

Other existing document management solutions can require users install complex software to manage
and track versions of documents throughout the life cycle of the document. MT’s approach would
allow MDOT MTA to continue to author documents in software they are familiar with such as Microsoft
Word, and then import the final document into the web application when it’s ready to be distributed to
users for comment. This solution would minimize disruptions to MDOT MTA’s current document
authorship process, while greatly streamlining the comment review process.

Application Description:
The web application will facilitate three distinct workflows for document review, including document
importing and configuration, user commenting, and administrative management of user comments.

Document Importing and Configuration:

Administrators will be able to upload pre-authored documents in Microsoft Word format. A single large
Word document can be uploaded directly or a series of Word documents broken out by section or
chapter can be imported individually and displayed as a single document by the application. The
application will seek to automatically detect logical section breaks as it imports the Word document, but
administrators will have the ability to manually review and adjust sections in the uploaded file.

After the initial import of the document, administrators will be able to further configure the document
in several ways, including:

• Inserting figures (PDFs or other image formats) into the document to replace placeholder
pages.
• Configuring links to external web maps displaying project data.
• Setting up a list comment categories.

Once the document has been imported and configured, administrators can set up a document review
period which would include setting a start and end date for the review period, creating a mailing list of
reviewers, and having the system automatically send e-mails to all reviewers with a link to the
document and instructions for registering to access the document through the web application.

Page 1
Document Review:
Reviewers will be able to review the document through the web application after registering and clicking
the link provided by an administrator. The application will provide a suite of commenting tools which
facilitate the document review process including:

• An optional dual pane view which lets users see multiple sections of the document at the
same time.
• A search bar to quickly find text or keywords within the document.
• A docked table of contents which allows users to quickly navigate between sections
regardless of which section they are currently viewing.
• A commenting toolbar which will allow them to highlight text and leave a comment,
recommend a text edit, or comment on a figure or image.

Once a reviewer has completed their review of the document, they can click to officially submit their
comments. Once submitted, MDOT MTA would be able to review the comments.

Administrative Management of User Comments:

Administrators will have a separate section of the application to manage and review submitted
comments. Administrators can review comments in document view, which shows the comments in the
context of the document, or in a tabular view, which presents the comments in a format similar to an
errata. Comments can be filtered by individual user, by organization, or by groups of users, which will
allow administrators to quickly compare comments side by side from multiple reviewers.

Administrators will have the following capabilities:

• Assign comments to comment categories.

• Group one or more similar comments into a single comment that will receive a single response.
• Respond to comments. By default, comment responses would only be included in the exported
errata, however MDOT MTA could opt to distribute comment responses directly back to users
where they would be able to open the document once more and see responses inline near their
comment.
• Export comments or a filtered list of comments to an errata in Excel format. Each comment
would be accompanied by the section reference, commenter, commenter organization, date,
etc.

Page 2
Tasks:
To build the custom web application described above, the following tasks will be required:

Task 1.0 – Project Kick Off

MT will conduct a kickoff meeting with key project management staff from MDOT MTA to review the
scope of services and project schedule, discuss project expectations, and gather additional application
requirements. The kickoff meeting is expected to last approximately two hours. Prior to this meeting,
the MT will develop and distribute an agenda listing the specific items to be discussed during the
meeting. MT will submit meeting minutes within three business days of the meeting.

Task 1.0 Deliverables

1.0 Kickoff Meeting Minutes

Task 2.0 – Requirements and Design Memo Documentation

MT will conduct gather requirements to ensure that the proposed custom web application will meet
MDOT MTA’s needs.

Task 2.1- Develop Draft Requirements and Design Memo

Based on conversations with MDOT MTA prior to project kickoff, MT has developed a preliminary, high
level list of application requirements. As an outcome of the project kickoff meeting, MT will seek to
gather additional application requirements and seek clarification on required functionality. MT will then
develop a draft Requirements and Design Memo which will include an outline of all application
requirements, screen mockups of the proposed application, and user workflow diagrams showing how
the user will interact with the application to achieve all required functionality.

Task 2.2- Requirements and Design Walkthrough Meeting

Once the draft Requirements and Design Memo is completed, MT will meet with MDOT MTA to review
the document, stepping through the screen mock ups and describing in detail how the application will
look and function. MDOT MTA will be able to provide specific comments on application functionality
during this walkthrough meeting. The meeting is expected to last approximately two hours.

Task 2.3- Finalize Requirements and Design Memo

As an outcome of the requirements and design walkthrough meeting, MT will update the Requirements
and Design Memo to address requested changes. A revised draft of the Requirements and Design
Memo will be presented to MDOT MTA for review and approval. MT will address additional MDOT MTA
comments provided on the revised draft. Once MDOT MTA provides final approval, MT will submit a
Final Requirements and Design Memo which will serve as the basis for application development.

Task 2.0 Deliverables

2.1 Draft Requirements and Design Memo
2.3 Final Requirements and Design Memo

Page 3
Task 3.0 – Application Development
Once the Requirement and Design Memo has been finalized, MT will proceed with development of the
custom web application. MT will coordinate with MDOT MTA to obtain a sample or draft environmental
impact statement document to use as a basis for development.

Task 3.1- Develop Microsoft Word Import Functionality

This task focuses on the implementation of functionality to allow application administrators to import
existing Microsoft Word documents into the application. The application will parse out all text, tables,
and figures in the report and display them in a web browser for review.

Task 3.2- Develop Administrative Portal

This task focuses on the implementation of functionality to allow application administrators to review
and manage comments, configure commenting periods and document reviewer lists, and distribute the
web document to reviewers.

Task 3.3- Develop Commenter Portal

This task focuses on the implementation of functionality to allow reviewers to review and comment on
web documents distributed by administrators.

Task 3.0 Deliverables

3.0 – Draft Web Application hosted on a web server.

Task 4.0 – User Acceptance Testing (UAT)

After the completion of the initial development phase described in Task 3, a period of UAT will occur
which will allow MDOT MTA to use the application and provide valuable feedback.

Task 4.1- Application Walkthrough Meeting

MT will conduct an application walkthrough meeting with key project management staff from MDOT
MTA to review the draft web application. During this meeting, MT will step through the web
application, showing off all functionality as described in the Requirements and Design Memo. MDOT
MTA will be able to provide specific feedback during the meeting.

Task 4.2- Application Updates Based on UAT

MT will make updates to the application based on feedback gathered at the walkthrough meeting. A
development version of the web application will remain online for a few weeks after the walkthrough
meeting for MDOT MTA to test and provide feedback on. As MT completes requested updates to the
application, these changes will be pushed to the development version for MDOT MTA to review and
approve.

Task 4.0 Deliverables

4.0 – Development Web Application hosted on a development web server.

Page 4
Task 5.0 – Training and Documentation
MT will provide training and develop an instructions manual to ensure MDOT MTA staff know how to
properly configure and use the web application.

Task 5.1- Application Training Meeting

MT will conduct an application training meeting to demonstrate the proper usage of the web application
for end users. MT expects that all MDOT MTA staff that will use the application would participate in the
training meeting.

Task 5.2- Application Instructions Manual

MT will develop a companion instructions manual for the web application which will outline the steps to
achieve all required workflows. The manual will be divided into sections detailed document importing,
administrative functionality, and document reviewer functionality. This instruction manual will be
uploaded to the web application and can be accessed by clicking a link in the application.

Task 5.0 Deliverables

5.0 – Application Instructions Manual

Task 6.0 – Application Deployment

Upon receiving final approval from MDOT MTA after the UAT phase, MT will begin final deployment of
the web application to a public facing web server. MT intends to host the web application on the same
Microsoft Azure cloud server that will be hosting the MAGLEV Public Commenting Web Portal, which is
currently under development. All hosting fees associated with this Microsoft Azure cloud server are
covered under the MAGLEV Public Commenting Web Portal task.

MT will coordinate with MDOT MTA to gather a list of MDOT MTA staff members that should be set up
as administrators within the web application. These user roles will be created and provided back to
MDOT MTA, along with instructions to access the web application.

Task 6.0 Deliverables

6.0 – Final Web Application hosted on a Microsoft Azure cloud server.

Page 5
Task 7.0 – MAGELV Draft Environmental Impact Statement (DEIS)
Configuration and On-Call Support
Once the application is deployed, MT will provide application support surrounding the MAGLEV DEIS
commenting period.

Task 7.1- Configuration of DEIS for Commenting Period

Using the provided web application instructions manual, web application administrators will be able to
upload the MAGLEV DEIS to the web application and configure a commenting period and intended
document reviewers. MT will be available to support the document upload process and troubleshoot
potential errors that might arise due to Word document formatting issues.

Task 7.2- On-Call support through DEIS Commenting Period (8 weeks)

MT will provide on-call web application support through the DEIS commenting period. This support
could include document management, user role management, additional user training, comment
exports and management, etc.

Task 7.0 Deliverables

No deliverables are anticipated for this task.

Project Timeline:
1. Kick-Off Meeting: August 1st
2. Requirements and Design Memo: August 1 – August 31st
3. Requirements and Design Walkthrough Meeting: September 1st
4. Application Development: September 1st – November 30th
5. Application Walkthrough: November 30th
6. MDOT MTA User Acceptance Testing: December 1st – December 31th
7. Application Deployment: January 1st – January 15th
8. Application Training Meeting: January 15th
9. DEIS document upload and configuration (1 week): TBD based on DEIS availability
10. On-call support: From upload of DEIS document through end of DEIS commenting period

Page 6
 ATTACHMENT A
MARYLAND DEPARTMENT OF TRANSPORTATION
Cost and Price Summary - Consultant Services Contract
Date:
07/17/18
07/13/18
ADMINISTRATION: Maryland Transit Administration
PROJECT: Maglev Document Commenting Application
PROJECT NUMBER: Task TBD
CONTRACT: MTA 1246C Consultant : McCormick Taylor, Inc.

Consultant: McCormick Taylor, Inc. Subcontractor: N/A

1. Direct Labor: 675 Man Hours x $33.85 Average Hourly Rate $ 22,846.60
(See Reverse)
2. Escalation: 0.0% of Item 1 $ -

SUBTOTAL $ 22,846.60

3. Payroll Additives: P.B. & OH 167.21% of item 1 & 2 $ 38,201.80

4. Total of Items 1, 2, and 3 above $ 61,048.40

5. Fixed Fee: a. Dollar amount to cover Profit and other factors $ 4,797.79
b. Line 5a represents 21% of Line 4

TOTAL LABOR $ 65,846.19

6. Direct Expenses: Append justification as necessary

a. Local Travel 120 miles @ $0.545 Per Mile = $65.40
b. Meals and Lodging $0.00
c. Printing / mailing / mounting $0.00
d. Parking $160.00
e. Web Hosting $0.00

TOTAL DIRECT EXPENSES $225.40

McCormick Taylor: % of Task 100.00% McCormick Taylor Fee $ 66,071.59

7. Subcontractor: Separate Cost and Price Summary for each firm to be appended
Name Amount Percent
a. 0.00%
b. 0.00%
c. 0.00%
d. 0.00%

0.00% TOTAL SUBCONTRACTS $ -

8. Other (Specify)
a. Contingent Work $0.00 0.00%
b. $0.00 0.00%
TOTAL OTHERS $ -

9. TOTAL PROPOSED FEE FOR THIS TASK $ 66,071.59

10. Will your firm accept this portion on a lump sum basis?
Yes No X
If yes, in what amount?

Page 1 of 4
 ATTACHMENT B
McCormick Taylor, Inc.
AVERAGE HOURLY RATE
07/13/18

Average
Job Classification Hourly Rate Hours Extension

1. Principal $0.00 X - = $0.00

2. Project Manager $0.00 X - = $0.00
3. Civil Engineer $0.00 X - = $0.00
4. Architect/Urban Designer/Landscape Architect $0.00 X - = $0.00
5. Transportation Planner $0.00 X - = $0.00
6. Traffic / Electrical / Systems Engineer $0.00 X - = $0.00
7. Urban/Regional Planner $0.00 X - = $0.00
8. GIS/CADD Manager $65.00 X 35 = $2,275.00
9. GIS Technician $38.94 X 408 = $15,887.52
10. CADD Technician $0.00 X - = $0.00
11. Environmental Planner $0.00 X = $0.00
12. Cultural Resources Specialist $0.00 X - = $0.00
13. Public Involvement Specialist $20.19 X 232 = $4,684.08
14. Environmental Specialist $0.00 X - = $0.00
15. Engineering Technician $0.00 X - = $0.00
16. Field Supervisor $0.00 X - = $0.00
17. Field Technician $0.00 X - = $0.00

Total 675 $ 22,846.60

Average Rate Equals Extension Divided by Hours $ 33.85

Page 2 of 4
Project: Maglev Document Commenting Application

Firm: McCormick Taylor

MTA Contract: 1246C

Michele Billy/Joe/Steve Brandon

Public
GIS
Description Involvement Total
GIS Manager Technician
Specialist
I. Document Management Application
Task 1.0 – Project Kick Off
1.0 Project Kick Off 2 4 6
Task 2.0 Requirements and Design Memo Documentation
2.1 Develop Draft Requirements and Design Memo 8 40 16 64
2.2 Requirements and Design Walkthrough Meeting 2 4 6
2.3 Finalize Requirements and Design Memo 4 24 8 36
Task 3.0 Application Development
3.1 Develop Microsoft Word Import Functionality 40 120 160
3.2 Develop Administrative Portal 40 40
3.3 Develop Commenter Portal 100 100
Task 4.0 User Acceptance Testing (UAT)
4.1 Application Walkthrough Meeting 2 8 10
4.2 Application Updates Based on UAT 8 60 40 108
Task 5.0 Training and Documentation
5.1 Application Training Meeting 2 8 10
5.2 Application Instructions Manual 1 4 16 21
Task 6.0 Application Deployment
6.0 Application Deployment 4 24 28
Task 7.0 DEIS Configuration and On-Call Support
7.1 Configuration of DEIS for commenting period 2 20 16 38
7.2 On-Call support through DEIS commenting period (8 weeks) 32 16 48
TOTAL 35 408 232 675

Page 3 of 4
 CONTRACT NO.: MTA 1246C
Task Number: Task TBD
Task Title: Maglev Document Commenting Application
MTA Project Manager: Ms. Lauren Molesworth
Consultant Project Manager: Ms. Michele Aitkenhead
07/17/18
Date of Request: 07/13/18

Existing/Proposed Task Budget Total Proposed Task

McCormick Taylor, Inc. Task Budget Revision/Reallocation Budget

Direct Labor: $ 22,846.60 $ 22,846.60

Payroll Burden & Overhead (167.21%): $ 38,201.80 $ 38,201.80
Fixed Fee (21 % of Direct Labor & Overhead): $ 4,797.79 $ 4,797.79
Direct Expenses: $ 225.40 $ 225.40
Subtotal: $ 66,071.59 $ - $ 66,071.59
DBE Subconsultants
AB Consultants, Inc. $ - $ - $ -
Coastal Resources
Chesapeake Environmental Services $ - $ - $ -
Crossroads Transportation $ - $ - $ -
Dovetail Cultural Resources $ - $ - $ -
KLT Group, LLC. $ - $ - $ -
Prime AE $ - $ - $ -
RJM Engineering $ - $ - $ -
Vitamin $ - $ - $ -
ATCS, P.L.C $ - $ - $ -
Subtotal: $ - $ - $ -
Non-DBE Subconsultants
Design Collective $ - $ - $ -
ATCS $ - $ -
Stantec $ - $ - $ -
$ - $ - $ -
$ - $ - $ -
Subtotal: $ - $ - $ -
TOTAL: $ 66,071.59 $ - $ 66,071.59

APPROVAL

MTA Project Manager Name Title

MTA Project Manager Date