Specialist Project Services (SPS) Task Brief
Project Title (PIN)
537625
Project Sponsor
Task Number and Title
Sub-Task Number and Title
Task Leader and Contact
Asset Data Capture
Asset Data Capture
0121 678 8583
Task Start Date:
Task End Date:
12 August 2013
End December 2013
Task & team objectives

Objectives:
The Agency is continually seeking to improve its asset management capability and commercial approach
and recognises that quality information about its asset is fundamental to achieving these aims.
The Agency is aware that there is a developing market place which offers growing capability in extracting
information from LiDAR point cloud images. Methods for assessing asset condition and extracting
inventory details are being developed through shape recognition, change detection and threshold
detection techniques. It is intended to make use of the datasets collected in this task for a variety of
purposes, using these developing techniques as well as more traditional ones. The Agency is keen to
learn and apply through this task anything that will support its knowledge development or capability in this
area. Of the traditional techniques the LiDAR point cloud data will be used by the Agency in applications
including: topographic mapping for the renewals programme, asset measurements for scheme design
and design work for Managed Motorways.
In addition to developing knowledge of LiDAR point cloud data the Agency is also striving to develop the
completeness and accuracy of its asset inventories and data bases.
The asset inventories being compiled as part of this task include information that has not previously been
captured and recorded in HA databases such as accurate geospatial references. The level of contextual
information for certain assets is also significantly more detailed than recorded previously.
Therefore the specific objectives for this task are:
1) To provide a comprehensive inventory of surface visible assets for Areas 10/13/14 with a high
degree of confidence in the accuracy of the inventory.
2) To provide the Agency with a geospatially referenced imagery and point cloud dataset for Areas
10/13/14.
3) The amalgamation of inventory data with good data currently held in Agency and Service provider
databases

Milestones:
Each of the milestones below is individually applicable to the three network Areas to be surveyed:
10/13/14.
1) Imagery data collected
2) LiDAR data collected
3) Asset inventory compiled from survey data
4) Report comparing new asset inventory to existing Agency records
5) Amalgamation of the inventory data
6) Asset inventory handed to Agency in specified format
7) Imagery and LiDAR datasets handed to Agency in specified format
684107838
Page 1 of 9
Milestones do not necessarily have to be achieved in the sequence listed above. Tenderers are
encouraged to sequence delivery to best ensure the aims of the task are met noting the constraints
below:
1) Area 10: milestones 1,3, and 6 must be completed by 31st October 2013

Specific Deliveries and output:
All deliverables stated in table 1 and table 2 below will be submitted to the client’s representative in line
with the Area specific milestone dates on external hard disks. In addition to this the following is required:
1) LiDAR point cloud data to backed up by transferring into the Agency LiDAR Data Archive
2) All imagery data will be backed up by transferring into the Agency Data Archive.
3) Assurance to be provided of all Inventory data being backed up and stored until such time as it can
be transferred into the Agency’s Integrated Asset Management Information System (IAM IS)
1) A comprehensive set of imagery files to meet the specification set out in the table below.
Table 1
Imagery
File Structure
Hierarchy
File naming
convention
File Format
Projection
Information to be
provided/image
(Shapefile, XLS or
CSV)
Quality of Imagery
Absolute Accuracy
Area\Route\Imagery
Camera_Run_Image i.e. 1_00001_01
Jpeg
OSGB36 datum - Ordnance Survey Great Britain 1936
Easting, Northing
Altitude
Heading
Pitch, Roll and Yaw
Lever arm distance in mm (X, Y and Z) relative to IMU, accurate to
5mm
>100% of forward and rear facing images shall be blur free
>95% of right and left oblique images shall be blur free
>95% of images shall be bright and clear
<500mm RMSE
2) A comprehensive set of LiDAR point cloud files to meet the specification set out in the table
below.
Table 2
LiDAR
File Structure
Hierarchy
File naming
convention
File Format
Projection
Information to be
provided/tile
(prj)
On Carriageway
Minimum Points/m2
Absolute Accuracy
684107838
Area\Route\LiDAR
Road Number, Six Digit Easting, Six Digit Northing (For the lowest
value of point cloud tile i.e. bottom left corner)
25m2 tiles in LAS 1.2 format – matched, classified and full range
Intensity (not filtered to 0-255)
OSGB36 datum - Ordnance Survey Great Britain 1936
Easting, Northing of each tiles extent
500 for all running lanes
30mm RMSE
Page 2 of 9
3) An asset inventory for Areas 10, 13, 14 covering the asset types and attributes detailed in annex
1.
All features stated in annex 1 will be submitted to the project sponsor in shape file format in line with the
Area specific milestones identified in this task brief. To accompany this, the supplier will prepare and
deliver to the project sponsor a report detailing the number and/or length for each feature and proof of
completeness and accuracy.
The project sponsor reserves the right to independently audit the deliverables and subsequently if the
supplier’s work is found to be inaccurate in terms of completeness and accuracy, the supplier will be
required to re-extract such features and their own cost and undertake further checks to give assurance as
to the accuracy of the data.
4) Comparison reports for Areas 10/13/14 which compares the new inventory to existing Agency
data sources.
4.1 Asset Length and Number Comparison Report
The asset types and attributes stated in annex 1 are currently recorded in several Agency and Service
Provider systems (to a varying degree of accuracy). A set of reports will be produced by the supplier
comparing the newly collected inventory against the Agency’s existing records by number or length of the
asset, whichever is relevant. The reports will cover all asset types listed in annex 1 where a primary data
set exists1. Comparisons are to be made at an aggregated level e.g. comparing the total number of
lighting columns on a particular route.
4.2 Detailed Scheme Asset Data Comparison
The Agency will also identify precise locations for a sample of individual asset level comparisons and will
provide extracts from the relevant databases to facilitate this.
Comparisons will be made per Area as follows:
1) Motorway – 15km plus 10 motorway intersections/slip roads
2) All Purpose Trunk Roads – 10 km plus associated junctions/slip roads
The fields that should be compared are detailed in annex 1
(5) Amalgamation of Inventory data
The Agency has spent a significant amount of time and money collecting asset and maintenance data, as
such the Agency does not want to lose the good data through the update of the asset data from the video
surveys.
The Provider will be required to amalgamate the video survey data with good asset or maintenance data.
As outlined in annex 1 the data to be amalgamated will include, but not be restricted to:
1) Additional asset data that cannot be identified via the video survey (eg
Construction/Installation Date, Identity Code)
2) Inspection data associated directly with assets
3) Defect data associated directly with assets
4) Including associated repairs and works orders
5) Associated documents
The Agency will provide the data in a standard format or facilitate access to the data. The sources will
include but not be limited to:
1)
2)
3)
4)
5)
HAPMS
HADDMS
SMIS
MAC Provider RMMS Databases
MAC Provider other Databases or inventories
684107838
Page 3 of 9
The Provider will be required submit a proposal setting out how they intend to deliver the amalgamation of
the data to be agreed with the Project Sponsor.
Description of Work

Detailed Schedule:
Equipment
The Agency considers the minimum requirements set out below must be met and are fundamental to
achieving the required quality deliverables. Tenderers must identify the capabilities of the equipment they
will use on this task within their proposals; if this does not meet the minimum requirements identified in
this task brief the Agency reserves the right to deem the tender non-compliant.
1) Imagery:
Imagery
Number of Cameras
Resolution/Camera (megapixel)
Image Spacing (m)
Angles (minimum)
4 to 6
Between 1.5 and 5
2
Front, Rear, Left and Right Oblique (left and right verges)
These criteria are designed to ensure the output is of sufficient quality to be effectively interrogated whilst
not creating an excessive data storage requirement.
2) LiDAR:
LiDAR
No. of Sensors
Range Precision
(mm)
FOV (degrees)
Scan Frequency (Hz)
Laser Class
Mounting
2
≤10
360
To be stated by the Contractor
Class 1 Eye Safe
45° in both horizontal and vertical planes
Note: Scan frequency has not been specified as the deliverable is outcome based i.e. a point cloud of
500ppm2 will allow the supplier freedom to carry out one or more runs dependant upon the frequency of
the scanners used.
These criteria are designed to ensure a sufficiently rich and accurate point cloud to be interrogated for
dimensional measurements, asset condition assessment through retro-reflectivity and shape recognition.
3) Spatial positioning:
A number of equipment types and configurations are considered to be able to achieve the outcome
specified in this task brief. Therefore the supplier should note the equipment they will use and confirm it
will achieve the requirements of the deliverable; Global Positioning Systems, Inertial Measurement Units
and similar technology would be expected.
Surveying
Two formats of survey data will be collected for the entire network identified in this task brief, imagery and
LiDAR point cloud data. Both datasets will be geospatially referenced through use of on-board Global
684107838
Page 4 of 9
Positioning Systems/Inertial Measurement Units or other similar techniques. The survey programme
should be outlined in tenderer’s proposals but can be modified in agreement with, or at the request of, the
project sponsor.
The supplier must ensure surveying activities do not impede the free flow of traffic or cause undue risk to
network users. Therefore suppliers must ensure sufficient health and safety processes are in place to
protect both their own staff as well as other network users.
1) General

The supplier is responsible for dynamically managing their survey schedule and deploying
mitigation measures (additional resources such as vehicles/staff) to ensure the stated milestones
are met as part of their tendered cost. Only if exceptionally prolonged poor weather limits the
supplier’s ability to survey within the life of the contract will any concession be considered.

All mainline sections (Motorway and APTR) shall be surveyed in both directions i.e. NB and SB or
EB and WB.

Exit and entry slip roads, roundabouts and lay-bys shall be surveyed in a single direction i.e. in
the direction of travel or in the direction that the section was built.

All surveys shall overlap each routes start and end point by 100m and not more than 200m for
mainline sections and 20m prior to the start of the off-slips diverging lines and 20m after the lines
converge from the on-slip.

The supplier shall ensure that all equipment is in suitable working order.

Daily records shall be maintained by the supplier, detailing dates, times and routes surveyed,
general weather conditions and any issues that affected capture and/or any deliverable i.e. road
closures, traffic management. These records will be handed over to the Project Sponsor in Excel,
or other agreed format when the raw datasets are handed over.

During the data capture, if any part of a route cannot be surveyed at that time, the supplier shall
make provision to revisit the area in question and resurvey at the earliest possible convenience.
In the event that the route or route section(s) cannot be surveyed due an ongoing scheme, the
duration of which is longer than the duration of the task, then a record of such locations will be
handed over to the Project Sponsor in Excel, or other agreed format.

The supplier shall ensure that daily/weekly backups of all captured data is stored in a secure
facility.

The supplier shall support the project sponsor in carrying out quality assurance activities by
facilitating access to appropriated hardware/software, premises to enable the project sponsor to
review survey outputs.
2) Imagery

All imagery capture shall be carried out during daylight hours, the exact time of capture shall be
at an appropriate time to minimise effects of vignetting and flaring due to sunlight on the lens.

No imagery shall be captured during periods of inclement weather i.e. light or heavy rain, snow,
dense mist/fog. Following on from prolonged periods of rain or snow, the road surface shall be
free from standing water before imagery capture commences.
3) LiDAR

All LiDAR shall be captured ensuring the minimal effects of occlusion due to traffic density. This
means surveying should be programmed to coincide with low traffic flows for any particular route,
684107838
Page 5 of 9
although capture during other periods may be appropriate where point cloud density is being
increased by carrying out a number of runs.

No LiDAR shall be captured during periods of inclement weather i.e. light or heavy rain, snow,
dense mist/fog. Following of any period of rain or snow, the road surface shall be visually free
from moisture before LiDAR capture commences.
Network to be surveyed
The supplier will survey the full extent of the strategic road network in Areas 10, 13, 14 using a mobile
traffic-speed platform. The table at annex 2 provides an indicative breakdown of the extent of network to
be surveyed. Whilst these figures have been derived from the Agency’s Pavement Management System
and represent the best available data, tenderers should satisfy themselves as to the accuracy of these
figures.
The project sponsor will provide the successful contractor with a GIS mapping file for all routes to be
surveyed including attribute information from annex 1 projected to OSGB36 datum - Ordnance Survey
Great Britain 1936.
Asset Inventory
The surveyed data will be used by the supplier to compile an asset inventory for each Area. The asset
types, and attributes to be recorded for each asset, are specified in annex 1. The Agency has previously
provided all SPSF Lot 4 Suppliers with the following:
1) Inventory data extract – as an example of the required standard of inventory data.
2) The latest edition of the Asset Data Management Manual defining feature extraction rules and data
format for each feature.
3) The Task specific Asset Data Collection Manual – a comprehensive document providing guidance on
asset data capture
Also detailed in annex 1 is a ‘data capture confidence level’ for each asset type. This recognises that the
survey methods and resulting datasets have limitations for extracting certain asset types; therefore the
Agency has identified the minimum level of inventory that needs to be extracted compared to what is
physically on the network. Any subsequent independent audit on the deliverables will be made on the
basis of these confidence levels. Supplier’s methodology and quality assurance procedures need to
provide confirmation that these minimum levels have been achieved.
1) Spatial Referencing
For each feature detailed in annex 1, the Easting and Northing coordinates to OSGB36 datum - Ordnance
Survey Great Britain 1936 shall captured to within the following absolute tolerances;



<300mm for on carriageway features i.e. Road Markings, Studs and Kerbs;
<500mm for off carriageway features within 5m of the road edge i.e. Signs, Lighting Points and
Crossovers;
<1500mm for off carriageway features beyond 5m of the road edge i.e. hedges, fences and
Trees.
For point features, the Easting and Northing of the centriod (geographic centre) of feature shall be
captured (see Figure 1 below).
684107838
Page 6 of 9
Figure 1: Point item spatial referencing example
For linear features, the Easting and Northing of the start/end point and sufficient vertices to ensure a true
spatial representation of the feature shall be captured down the midpoint of the feature (see Figure 2
below).
Figure 2: Linear item spatial referencing example
2) Linear Referencing
class_name
roa_number
sect_label
sec_length
funct_name
area_name
direc_code
dual_name
The project sponsor will provide to the supplier a 1:2500 spatial representation of the sections from which
features shall be extracted (see annex 1 for an example of the attribute information). For each feature,
linear referencing shall be recorded including Section Reference (sect_label), Start and/or End chainage.
A
A1
0200A1/156
710
Main Carriageway
Area X
NB
Dual Carriageway (Nominated)
A
A1
0200A1/188
1586
Main Carriageway
Area X
NB
Dual Carriageway (Nominated)
A
A1
0200A1/173
1719
Main Carriageway
Area X
SB
Dual Carriageway (Not Nominated)
A
A1
0200A1/152
211
Roundabout
Area X
CW
One Way Single Carriageway
Figure 3: Provided linear referencing example
For the calculation of chainage, the spatial coordinate at any given point shall be projected tangentially to
the network section and the distance then calculated from first vertex based upon the actual length of the
section in the direction of travel. Start chainage shall always be less than the end chainage. For
Motorways and Dual Carriageways each direction has a separate section therefore chainage will always
increase with direction of travel. However, Single Carriageways have one section relative to both
directions, for the Nominated direction (usually West and North (see section 3)) will have increasing
684107838
Page 7 of 9
chainage (known as - Left Permanent Lane 1 in XSP terms (see section 4)). The Non-Nominated
direction, usually East and South, will have decreasing chainage (known as – Right Permanent Lane 1 in
XSP terms), therefore the chainage would need to be reversed in order to ensure that start chainage is
always lower than the end chainage.
3) Nominated Section/Double Booking
Features which are shared between two separate sections i.e. a double sided safety fence in the central
reserve of a dual carriageway, shall be digitise to a nominated section normally travelling away from the
South East i.e. generally West and North, negating the potential to record the feature twice i.e. “double
booking”.
4) Cross Sectional Position (XSP)
For all features, the XSP shall be recorded (see annex 1 for further details), any feature located between
XSP’s i.e. Longitudinal Road Marking between Lane 1 and 2 shall be digitised to the right XSP i.e. the
“Right Hand Rule” i.e. Lane 2.
5) Boundary Extents
All features shall be collected within the highway boundary, defined between boundary fences, walls,
hedges and other similar features for mainline sections. For other areas, the following rules shall apply if
adjoining a Local Authority route;

Junctions, End of Exit Slip and beginning of Entry Slips – Give Way Road Markings perpendicular
across the carriageway (feature included)

Roundabouts
o On carriageway features (Gullies, Road Markings etc) - Outside of Kerbs and/or Road
Markings (both features included)
o Off carriageway features (Signs, Lighting Points etc) – Within 10m of the on carriageway
features stated above
Comparison with existing asset inventory
The project sponsor will provide the supplier with extracts from a number of current asset databases;
although a majority of the asset types will be covered by a single database, the Highways Agency
Pavement Management System. The supplier will then be required to compare all asset types from the
newly collected inventory against the existing records for those assets; this comparison will be made at
an aggregated level rather than at an individual record level.
Understanding where there are discrepancies with existing datasets will inform the benefits realisation for
this task, provide organisational learning regarding how inventory data has been maintained and help
inform the uploading/transferring of the newly collected asset inventory. The exact format and detail of
these reports is to be agreed with the project sponsor.

Critical Path:
To support the introduction of the second Asset Support Contract in Area 10 the inventory data and
amalgamation of records are priority milestones. Area 10 inventory must be complete by the end of
October 2013 at the latest.
The supplier should identify how other milestones will be delivered over the task period to enable benefits
to be realised as quickly as possible.
General Task Management
 Risks
Please refer to the SPSF risk register for this task.
684107838
Page 8 of 9
 Management principles
The supplier will manage the project in accordance with best practice principles e.g. PRINCE 2. The
documentation to support such an approach will be produced/maintained by the supplier and issued to
the project sponsor on request. The frequency of reporting will be agreed with the project sponsor.
The appointed Project Manager is to effectively manage the project team to ensure that all task
requirements are adhered to and that all milestones are successfully met. They will proactively manage
the project to the agreed programme – identifying trigger points and initiating mitigation measures to
ensure progress is maintained.
 Constraints
Suppliers have agreed to the confidentiality agreement under the Specialist Project Services Framework
(SPSF) - Contract Data Clause Z17, which stipulates that the supplier must not use the information
provided by the project sponsor, and produced for the project sponsor, for any other purpose not directly
associated with delivery of this task without express agreement by the project sponsor.
 Performance Measurement - Motivating Success Toolkit
Performance will be measured using the Highways Agency’s “Motivating Success - a Toolkit for
performance Measurement” (MST).
MST scores will be discussed at contract performance meetings, the frequency of these shall be agreed
at the contract management start up meeting. Also at the start up meeting the Supplier and Project
Sponsor will agree which measures from the MST will be used to monitor performance.
The Supplier and Project Sponsor shall both document and explain at contract performance meetings the
evidence relating to each measure.
684107838
Page 9 of 9