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Challenges and Current Practices in Transportation Technology Procurement

• Jun 29, 2024

Research Description

The role of information technology (IT) is becoming increasingly central to transportation systems management and operations (TSMO). Leading edge TSMO strategies involve increasingly complex and interrelated systems, organizations, and institutions. Real-time and predictive tactics, such as active traffic management, integrated corridor management, and vehicle-to-infrastructure systems, are characterized by high levels of complexity and a dependence on integrating with IT. Rules for procuring TSMO technology grew out of State DOT procurement rules for material, consulting services and construction. Rules for procuring traditional IT systems grew out of serving a large number of users with centralized software. State DOT’s now have multiple challenges in procuring technology solutions, particularly as it relates to the relationship between IT and TSMO. Further, changes in trends in both IT and TSMO exacerbate this challenge. Technology opens a lot of opportunity to improve TSMO solutions. Many agencies are investing in cloud solutions for both IT and TSMO for increased flexibility and lower costs but are struggling with managing the procurement and on-going operation of these systems. There can be huge amounts of data collected by new TSMO and IT systems. There are increasing challenges in securing and managing this increased amount of data. Procurement methods have not kept pace with the advancement of technology and the challenges that result. This synthesis will help practitioners (1) understand current transportation technology procurement practices and associated risks and (2) identify areas where procurement challenges have been mitigated. Some specific areas of interest include: • On-premises systems vs cloud-based Software as a Service (SaaS). How can procurement processes be applied to both types of software functionally current? • How can procurement approaches support data management and data governance? • How is cyber security accounted for in procurement for on-premises solutions and for external cloud-based solutions? How is security validation accounted for in procurement? • How do all of these issues affect procurement of custom software development or open-source software? Do DOT IT offices have the expertise to support these options?

Additional Supporting Information

The objective of this synthesis is to identify the challenges and current practices in procuring transportation technology. Current practices will be investigated in the areas identified in the Background section with a focus on: • Understanding both the IT and TSMO perspectives on technology procurement and associated risks. • What are agency practices in transportation technology procurement? • What are current data procurement practices? • How to remove roadblocks to accelerate the technology procurement process? • Are there different challenges if there is a DOT CIO compared to only a State CIO? • How do other State agencies handle technology procurement? The results of this synthesis will help identify additional research needed in this area and will provide practitioners with information about current transportation technology procurement practices in other agencies.

Information To Be Gathered • The current practice of procuring: o Data o Traffic management systems and other systems that support TSMO o Software to support TSMO needs o Traffic Devices and Equipment o Communication Devices – 800 MHz radio/consoles o Network technology, such as switches, communication media, and security appliances o Communication Bandwidth – cellular service, broadband provider • Challenges with procurement from both IT and TSMO perspectives • Delineation of responsibility between IT and TSMO (where is the line drawn?)

How the Information Will Be Gathered Information will be gathered through a literature review, interviews and discussions with state DOTs and state Departments of Information Technology for the development of case examples. Information gaps and suggestions for research to address those gaps will be identified.

Information Sources (Partial) • Literature searches can be conducted on TRID (http://trid.trb.org), which includes the Research in Progress database (http://rip.trb.org/) • Caltrans procurement enhancement project • Consortia - for example the Eastern Corridor Coalition MOU for probe data • FHWA - Leveraging and Coordinating IT Resources for TSMO Listening Sessions • The National Operations Center of Excellence Knowledge Base.

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Submitted By

Les Jacobson

LNJ Transportation Consulting LLC

425-418-6612

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