00010000-74290.pdf

Florida Department ofTransportation RICKSCOIT 3400 West Commercial Boulevard Al"lAl\TH PRASAD, P,E.

GOVERNOR SECRETARY

Fort Lauderdale, FL 33309

September 28, 2012

Mr. Will Suero Vice President HDR Engineering, Inc.

15450 New Barn Road, Suite 304 Miami Lakes, FI 33014

RE: NOTICE TO PROCEED FOR STANDARD PROFESSIONAL SERVICES AGREEMENT

EXECUTION: C9826

F.M. No: 42485223201

Description: Districtwide Value Engineering SelVices

Dear Mr. Suero:

In accordance with Section 2.00 of the Consultant Agreement dated September 28, 2012 between the Department and your firm for Consultant SelVices on the above referenced project, you are hereby authorized to proceed with the project. SelVices are to be completed on or before September 27, 2017.

The district's project manager for this project is Tim Brock, his telephone number is 954-777-4126.

Sincerely, 'tUr", O'k~ Gerry 0'ReiIlY,~.

Director of Transportation Development District Four

KO

Enclosures cc: Tim Brock, FOOT Project Manager PSUDistrict Financial SelVices

Reviewed By: ___ Date Submitted: ___ elTS Approved Date: ____ New Contract: __,__ www.dot.state.flus

37:,.030-12

PROCUREMENT

OGC_06/11

3_ INSURANCE

The amount of liability insurance to be maintained by the Consultant in accordance with Section 4.8 of the

Standard Professional Services Agreement Terms is .::.$2::;5::.;O:..!,~O.::.OO.::..:..::O~O_________

4. SUBCONTRACTS

The following subconsultants are authorized under this Agreement in accordance with Section l.A. of the

Standard Professional Services Agreement Terms:

Osiris 9 Consulting, LLC

5. COMPENSATION

The Department agrees to pay the Consultant compensation as detailed in Exhibit "8", attached hereto and made a part hereof.

6. MISCELLANEOUS

A. Reference in this Agreement to Director will mean the Director of Transportation Development

B. The services provided herein rgr do 0 do not involve the expenditure of federal funds. In the event federal funds are involved, Section 9 of the Standard Professional Services Agreement Terms is incorporated by reference.

C. The following attachments are hereby incorporated into this Agreement as part hereof as though fully set forth herein.

Page--fr..Lthrough Page A"",-_5__ : Exhibit "A", Scope of Services

Page-.!!.:Lthrough Page 8- 5 : Exhibit "8", Method of Compensation

IN WITNESS WHEREOF, the parties have executed this Agreement by their duly authorized officers on the day, month and year set forth above. .-

,,~~; ~ 'J :."il,:t, • .1-.. r- >JF.I.

~&"> .,f,,y .... ~ y

STATE OF FLORIDA ~ ~ f ~,'-~'~"\ .:,: -1HDR Engineering, Inc. DEPARTMENT OF TRANSPORTATION : ! ~, l-~ ~

Name of Consultant "'l.\ - .'.:_

';,t, - " , "''"1._• ..... _. , ~.~~~>:~::'.,~~>8Y:8Y: --b'bU~/It2,--,--«""",---",,~~- Authorized Signature

Gerry O'Reilly, P.E.

(PrintlType) (PrintfType)

Title: Title: Director of Transportation Development

FOR DEPARTMENT USE ONLY

APPROVED: LEGAL REVIEW:

pmfes~onalse~

ATTACHMENT A

SCOPE OF SERVICES

District-wide Value Engineering Services

Financial Project ID No. 42485223201

District Four

A. SERVICES TO BE PERFORMED

The following tasks shall be performed by a Florida Professional Engineer and a Certified Value Specialist (CVS) for each work order.

1. Study Preparation

Preliminary arrangements are to be made for the study to be held at a hotel in close proximity to the District headquarters. The VE study will be held during the times noted on the agenda at the back of this scope of services proposal.

The materials supplied by the consultant to support this study include:

workshop, digital camera, and video projector

Prior to beginning the VE workshop, the Team members will review the documents sent to the Team by the District to familiarize themselves with the scope of the project and the VE assignment.

2. Conduct Value Engineering Study

The Team will follow the 5-phase program in conducting the study:

2.1 Investigation Phase

The Team will gather crucial information on the first day of the 5-day workshop. The District will provide the Team with background information regarding the project. The Team will develop a function model (broken down by area and department) so the Team understands where the study should focus.

The Team will then analyze each process function for each area or department being studied. The functions are identified by two words - a verb and a noun. For example: the function of the Interchange is to change direction. A FAST (Functional Analysis System Technique) diagram will be drawn for each process area or interrelated areas. The purpose of the FAST diagram is to share information and gain a Team understanding of why and how the Team is currently performing the functions identified. The Diagram also depicts the scope of the study.

The purpose of developing a function model and function analysis is to bring new information from everyone's perspective and bring to light the many issues, tasks, subtasks, work-hours, associated costs and the basic functions being performed by each area being reviewed. This analysis helps the group focus on the scope for this process area(s) and helps the Team concentrate on several key items before the creative-brainstorming phase begins.

2.2 Creative - Brainstorming

The Team will create an atmosphere during the brainstorming whereby no idea is a bad idea. All barriers will be removed to permit creativity. The group will generate ideas. Ideas that are generated will be identified with a numeric or alphanumeric character.

2.3 Evaluation

After the Team groups have researched and created new ideas on each process step being reviewed during the brainstorming phase, the list of ideas will be reviewed and refined. The Team will evaluate which ideas are the best to develop further. While evaluating the ideas, the Team will remain focused on the original scope of the items being reviewed. But, at the same time, the Team will need to keep in mind how the idea being considered interrelates with other DOT or agency processes. Value added ideas will also be captured for further development. After the Team has selected the ideas to be further developed, the list will be reviewed with the District staff. Taking these comments into consideration, the VE Team will filter the ideas and determine which should be developed as the idea states or combined with other ideas to simplifY the development of all the ideas being considered. During development, some ideas may be refined to improve the overall process. A group consensus vote can be used to rank the best ideas.

2.4 Development

Each Team member will contrast the current process to the VE Team's recommendation. A bulleted list of advantages and disadvantages will be developed to assist the reader with comparison. The ideas will include estimated life cycle cost savings. Additional justification for each process step discussed will be included to facilitate acceptance. An implementation plan will be included to assist with implementation of the idea should it be accepted. The implementation plan would include procedural steps and an action plan.

2.5 Presentation/Reporting

The VE Team will make an oral presentation to the District at the conclusion of the entire VE study effort. Comments, suggestions and recommendations received during the presentations are to be incorporated into the written report, which will be submitted to the District and be used as a guideline to implement process improvements.

3. Documentation

The results of the entire Value Engineering study will be documented in draft and final reports. The Value Engineering study for most projects shall be held for a five (5) day period, according to the sample agenda attached. Any discussion that identifies project cost and schedule risks will be documented and provided to the project manager. Practical design discussions will also be documented and provided to the project manager.

Three hard copies of the draft report and an electronic copy shall be provided to the District within 15 working days after completion of the study. After review of the Draft VE Report, the District will provide comments within approximately five (5) weeks including the signed responses to the recommendations. Three (3) copies of the Final VE report (signed and sealed) in addition to an electronic copy of the final report which incorporates the approved responses and any other changes to the draft report will be provided to the FDOT within two (2) weeks of receiving the\approved responses to the VE recommendations.

B. SERVICES TO BE PROVIDED BY THE DEPARTMENT

The following services will be provided by the Department to assist the Consultant in the completion of the assigned tasks:

1. The District will forward the following infonnation, if available, to each VE Team member prior to beginning the VE study:

design! construction sequences

• Approved traffic technical memorandum

• Geotechnical information

• Bridge information

• Environmental information

• Community concerns

• Typical sections

• Issues related to construction of the proposed project

2. Provide staff to participate as members of the Value Engineering Team for each segment being reviewed between milestones during the course of the study.

3. Provide staff to review the Value Engineering Team recommendations.

4. Review documentation and make comments of the VE Team recommendations.

5. Provide Recommendations Resolutions for final VE report.

Sample Tentative Agenda

Day One

Day Two

Day Three

Day Four

Day Five

Kickoff Intro by VE Team Leader

Designer Orientation

Questions for Designers

Travel to Site

Lunch Break

Site Review

Return to FTL

Summarize Site Review & Constraints

Cost Model & Function Analysis

FAST Diagram

Intro to Creative Thinking

Creative Idea Listing/Function

Lunch Break

Creative/EvaluationIFunction

Evaluation Phase

Mid-point review and determine economic factors

Begin DeVelopment Phase

Determine economic factors

Continue Development

Finish Development/Prepare Oral Presentation

Oral Presentation to FOOT/others

Begin Draft Value Engineering Report

9:00 am - 9:15 am

9:15 am - 10:00 am

10:00 am 10:30 am

10:30 am - 12:00 noon

12:00 am-l:00 pm

1 :00 pm 2:00 pm

2:00 pm - 3 :30 pm

3:30 pm - 4:00 pm

4:00 pm 5:00 pm

8:00 am - 9:00 am

9:00 am-9:15 am

9:15 am-12:00 noon

12:00 pm -1:00 pm

1 :00 pm - 5:00 pm

8:00 am - 12:00 noon

12:00 pm - 1 :00 pm

12:00 pm - 5 :00 pm

1 :00 pm - 2:00 pm

8:00 am - 5:00 pm

8:00 am-l0:00 am

10:00 am 12:00 noon

1 :00 pm -- 5:00 pm

Presentation to FDOT may be scheduled at a different time depending on District requirements during the study.

METHOD OF COMPENSATION

EXHIBIT 'B'

1.0 PURPOSE

This exhibit defines the method and limits of compensation to be made to the Consultant for the services described in Exhibit "A" (Scope of Services) and method by which payments will be made.

2.0 COMPENSATION

For satisfactory completion of services authorized under this Agreement, the Department will pay the Consultant a Total Maximum Limiting Amount not to exceed $1.500.000.00. This is a task assignment type agreement. The Department will furnish the Consultant a task work order specifying the services to be performed and the fees to be paid for each project assigned under this agreement.

Compensation for individual assignments will not exceed 1300.000.00. Total contract fees for this

Agreement are subject to applicable contract limits established in Rule Chapter 14-75, Florida Administrative Code. The Department will confirm funds availability prior to issuing a task work order to the Consultant.

The Department shall request Consultant Services on an as-needed basis. There is no guarantee that any of all of the services described in Exhibit "A" of this Agreement will be assigned during the term of this Agreement. Further, the Consultant is providing these services on a non-exclusive basis.

The Department may, at its option, elect to have any of the services set forth herein performed by other consultants or Department staff.

The total amount of this agreement is expected to be funded by multiple appropriations. The State of Florida's performance and obligation to pay under this contract is contingent upon appropriation by the Legislature. Currently 195.000.00 of the total amount has been approved. Therefore, it is agreed that the Consultant will not be obligated to perform services nor incur costs which would result in exceeding the funding currently approved, or will the Department be obligated to reimburse the Consultant for costs or make fee payments in excess of currently established funding. The Department will provide written authorization if and when subsequent appropriations are approved and encumbered for this contract.

2.1 Summary of Compensation

Fees for each task work order will be negotiated either as a lump sum amount (fixed price), a limiting amount (cost reimbursement), or as a combination lump sum and limiting amount. Where lump sum amounts are established, fees will be negotiated In accordance with Section 2.2. Where limiting amount fees are established, compensation will be in accordance with Section 2.2. Compensation for direct expense costs may be included in task work order fees in accordance with Section 2.2.

Tangible Personal Property:

This Agreement does not involve the purchase of Tangible Personal Property, as defined in Section

273.02 Florida Statutes.

B-1

2.2 Details of Compensation

LUMP SLIM ELEMENTS

LS-1 - At Completion of Task LS-1 - The Consultant will receive payment upon completion and acceptance by the Department of the subject task required under this agreement.

LS-2 - % of Completion of Services LS-2 - The Consultant will receive progress payments for subject services based on the percentage of such services that have been completed and accepted by the Department during the billing period.

LS-12- Operating Margin LS-12 - The Consultant will receive progress payments based on the percentage provided for operating margin in Table 4 of Section 5.0. Payments will be the tabulated percentage applied to approved direct salary costs, exclusive of premium overtime. Any balance remaining upon completion and approval of project services will be due at that time.

MAXIMUM LIMITING AMOUNT ELEMENTS

For task work order compensation elements established as limiting amounts, the Department will compensate the Consultant subject to the total established limiting amount for all reasonable, allocable and allowable costs incurred in the categories defined below. The reasonableness, allocability and allowability of compensation sought under this agreement is expressly made subject to the terms of this Agreement; Federal Acquisition Regulations; Office of Management and Budget Circulars A-21 , A-8?, A-102, A-110; and any pertinent Federal and State Law.

LA-3 - Defined Salary Rates per Each Class/Person-Contract Rates

Subject to the established limiting amount, The Consultant will receive progress payments for direct salaries and wages for time/work effort expended by personnel in the performance of authorized work during the billing period, at the contract rates established in Table 5 in Section 5.0.

Overhead and Fringe Benefit Rates- Administrative overhead and fringe benefit costs will be applied to approved salary and wage costs (exclusive of premium overtime) at the combined overhead rates provided in Table 5 in Section 5.0.

Facilities Capital Cost of Money The Consultant will receive compensation for allowable Facilities Capital Cost of Money (FCCM) in association with salaries. FCCM will be calculated as a percentage of chargeable direct salary and wages, excluding premium overtime, at the rates provided in Table 5 in Section 5.0

Direct Expense Rate The Consultant will be compensated for direct expenses in association with salaries. Direct expenses will be calculated as a percentage of chargeable direct salaries and wages exclusive of premium overtime, at the rates provided in Table 5 of Section 5.0.

B-2

3.0 INVOICING PROCEDURE

The Consultant will be eligible for progress payments under this agreement at intervals not less than monthly or when individual tasks or mileposts defined in this agreement are completed or reached.

Invoices for this agreement will be prepared by the Consultant and submitted through the Department's web-enabled Consultant Invoice Transmittal System (CITS) Internet Application. The invoices will be supported by such information as may be required by Department procedures to substantiate the charges being invoiced. The Consultant will maintain for this purpose a job cost accounting system that is acceptable to the Department.

If requested by the Department, the final invoice for this agreement will be accompanied by a certified job cost summary report generated by the accounting system. The report will include at a minimum the total number of hours and salary cost actually charged to the project, the total direct vehicle expense, the total miscellaneous direct expense, and total sub-consultant cost charged to the project.

The consultant will report sUb-consultant payments through the Department's Equal Opportunity Reporting System on the Internet. Failure to submit sub-consultant payment information may be cause for rejection of the invoice. Within thirty days after receipt of final payment, the Consultant will report final sUb-consultant payments through the Equal Opportunity Reporting System. The Consultant will pay all sub-consultants their proportionate share of payments received from the Department within thirty days of the consultant's receipt of payment from the Department.

The Department will render a decision on the acceptability of services within 10 working days of receipt of a progress report. The Department reserves the right to withhold payments for work not completed, or work completed unsatisfactorily, or work that is deemed inadequate or untimely by the Department. Any payment withheld shall be released and paid to the Consultant promptly when work is subsequently performed.

3.1 Project Cost Accounting

The Department has established a Cost Redistribution Application (automated process) for the purpose of breaking out and capturing project costs associated with District-wide (miscellaneous minor profeSSional services) and General ConSUltant task assignment contracts. This District wide miscellaneous minor professional services contract may be selected for project costing using the Cost Redistribution Application. The Consultant will be assigned work by means of Task Work Orders. Each Task Work Order will initially be associated to a single general (non-specific) financial project identification number for billing purposes in CITS (Consultant Invoice Transmittal System). It will be the consultant's responsibility to maintain a job cost accounting system that will capture detailed project cost information associated with each assigned Task Work Order. The Consultant and its subconsultants shall have staff performing work on this contract charge their time to the nearest quarter hour to each specific project on which services are to be performed. The Department shall provide the Consultant and its subconsultants the eleven digit project identification number assigned to each specific project for purposes of capturing time and costs. At any given time there may be several specific projects against which the Consultant and its subconsultants would be charging time on a single Task Work Order. At the time of submittal of each invoice in CITS, the Consultant will submit a Project Cost Redistribution spreadsheet that provides a breakdown of the invoice costs into the associated detailed project specific numbers where services were performed and costs were incurred. The spreadsheet must conform to and be submitted in a pre-defined format. The spreadsheet will contain the following key data fields: Consultant Contact E-mail address; Contract Number; DOT Invoice

Number; "From" Project Number (the general project identification number); "To" Project Number (the project specific financial identification number); the dollar amount to be redistributed; the project description (optional data field); and the total amount for the spreadsheet. The spreadsheet template and directions for preparing the spreadsheet can be downloaded from the Department's Procurement website, at the following web address:

http://www.dot.state.f1.us/procurementiProject%20Costing%20Initiative.shtm Once the invoice has been submitted electronically in CITS by the Consultant, the consultant must separately, outside of CITS, e-mail the Project Cost Redistribution spreadsheet as an attachment file to the following Department e-mail address:PCRLOAD@dot.state.f1.us The subject line for the e-mail should conform to the format 'FDOT.PCR.FILE CCCCCNNNN' where CCCCC corresponds to the FOOT contract number and NNNN corresponds to the FOOT invoice number.

A Project Cost Redistribution spreadsheet should be submitted to PCRLOAD every time an invoice is submitted through CITS. After an initial validation, the Cost Redistribution Application will transfer the data contained in the Project Cost Redistribution spreadsheet to data sets on the Department's mainframe computer. The redistribution information will be processed and used to assess project costs for District-wide and General Consultant contracts. Project Cost Redistribution spreadsheets not timely submitted will be identified on a District Error Report.

Failure to timely submit Project Cost Redistribution spreadsheets may constitute grounds for rejection of subsequent invoices submitted through CITS.

4.0 PROJECT CLOSEOUT

4.1 Final Audit

If requested, the Consultant will permit the Department to perform or have performed, an audit of the records of the Consultant and any or all sub-consultants to support the compensation paid the Consultant. The audit will be performed as soon as practical after completion and acceptance of the contracted services. In the event funds paid to the Consultant under this Agreement are subsequently properly disallowed by the Department because of accounting errors or charges not in conformity with this Agreement, the Consultant agrees that such disallowed funds are due to the Department upon demand. Further, the Department will have the right to deduct, from any payment due the Consultant under any other contract, any amount due the Department.

4.2 Certificate of Completion

A Certificate of Completion will be prepared for execution by both parties stating the total compensation due the Consultant, the amount previously paid, and the difference.

Upon execution of the Certificate of Completion, the Consultant shall either submit a termination invoice for an amount due or refund to the Department for the overpayment, provided the net difference is not zero.

5.0 COMPENSATION RATES

The following tables are provided for definition of contractual rates:

Table 4- Operating Margin Table 5 - Unloaded Hourly Rates

8-4

TABLE 4

SALARY MULTIPLIERS

Consultant Operating

Margin Direct

Expense

HDR E"gineering, Inc. {Home) 25.00% 36.00%

Osiris 9 Consulting. LLC {Home} --

TABLE 5

UNLOADED HOURLY RATES

The above rates for overhead, FCCM, Operatmg Margin and Direct Expense are fixed and are not subject to audit adjustment during the term of this agreement.

8-5

A. Multiplier for Rates

Consultant

HDR Engineering. Inc. (Home)

Osiris 9 Consulting, LLC (Home)

B. Contract Rates

Consultant

HDR Engineering, Inc.

Osiris 9 Consulting, LLC

Operating Mcugin

J

Job Hourly Class/Name Rates

Project Engineer $45.68

Project f\i1anager $71.82

Secretary/Clerical $20.60

Senior Specialist (A} $123.60

Senior Specialist (8) $85.85

Senior Specialist(C ) $76.93

$43.74

Specialist (8) $31.70

Senior Engineer

S~ecialist {A)

$58.00

I

STATE OF FLORIDA DEPARTMENT OF TRANSPORTA nON

TASK WORK ORDER FOR PROFESSIONAL SERVIC~S

Reviewed B~y: , P211e 1 ot6

*lImltlng or Estimated/Budgeted Amount.

Distribution P.S.U. , Financial Services , Project Consultant , Program Management, File

Consultant: HDR Engineering Date Submitted: 11I.:fll'(i1L4r.7 Address: 15450 New Barn Road vii ~ t\PfJl UVtiU vau:I.

Suite 304 New Contract:

Miami Lakes, Florida 33014-2169

(To be entered upon exertion of T.W.O.)

Date: 111712012 Task Work Order No.: 2

Contract No. C982~ Payment FM No.: 42980412201

Brief Task Description:

Value Engineering Workshop PO & E 1-95 Managed Lanes project 429804-1! north of State Road 848 to north of State Road 816 in Broward County.

In accordance with the above referenced contract, you are authorized to perform the tasks detailed in atta~ Exhibit A (Scope of Services). All services required under this Task Work Order will be completed on or be~: 9/2712017

The total amount or the limiting amount of the compensation will be: $32,497.54 V Compensation elements are as follows:

Element Description Method of Compensation Amount Est*

Value Engin ~ ~~: II- ·l\. Ii KLSl) Lump sum paid Oased on % of completion

$32,497.54

[( :\., :-e V I ;~ $O.OC tJnv O~ 2012 $O.oc

1 liS I... .... '"1111 ;

$O.O(J

P~()I-"~'\Il u\lAI. & OTHER. CONTRACTUAi Page 1 Total $32,497.54

SEtMCES Page 2 thru 6 Subtotal

Total $32,497.54

Other Notes:

See Attached Anlndependent assessment of staff hours and quantities for the proposed services has been performed and found fair, reasonable and competitive.

Total authorizations to date (including this one):

$64,801.56

Departmental Approval:

Celestino P. Lucero Contracts Coordinator (}ttutA- (name) (title) (signature)

Consultant Acceptance:

&aI/~Will Suero Vice President (name) (title) (signature)

Scope ofWork

Value Engineering Study

1-95 Managed Lanes

429804-1, North ofSR-848/Stirling Rd. to North ofSR-816

December 2012

Prepared by:

15450 New Barn Road

Suite 304

Miami Lakes, FL 33014

Table of Contents

TASK 1. PROJECT MANAGEMENT

TASK 2. VALUE ENGINEERING SERViCES

2.1.1 Objectives

Task 2.2 Prestudy Meeting .................•..•.......•.......•••......••..........•.....•...•....•• 2

2.2.1 Objective

Task 2.3 VE Study .••••..•••••••.•••••.•••••••••...••.••••.•••••••.•.•.••..•••.••••..••••••••••...•••• 3

2.3.1 Objectives

Task 2.4 Post Study

2.4.1 Objective

Florida Department of Transportation - Dist. 4 Page i

Scope of Work - 409804-1 (1-95 Managed Lanes VE Study) Sept 2012

INTRODUCTION

The Scope of Work for this Task Order includes providing Value Engineering (VE) consultation services to Florida Department of Transportation (FDOT) Dist. 4.

ROLES AND RESPONSIBILITIES

Team Leader: Communicate scope and schedule with team members, review project data prior to workshop, prepare workshop materials for VE Team, lead the VE team through the VE Job Plan, prepare a report-out presentation of the draft findings. prepare a draft report of the VE study, and finalize the report.

VE Team Members: Participate in the VE study as subject matter experts and as requested by

FDOT.

PROPOSED SCHEDULE

October 15, 2012 Notice to proceed December 3-7,2012 VE study December 7, 2012 Present VE findings January 2,2013 Draft report January 16, 2013 Draft report comments due from FDOT February 20,2013 Implementation summary from FDOT March 6,2013 Final report

TASK 1. PROJECT MANAGEMENT

The objective of this task is to manage the work elements for purposes of controlling costs, maintaining schedule, providing quality products that are appropriate for meeting the goals of the study, and for coordinating work activities with other members of the study team.

The consultant will provide contract administration and team management, coordination, and direction for the duration of the project. The consultant will provide a project manager to serve as the consultant's single point of contact with FDOT Dist. 4 for this Scope of Work.

Assumptions

• Three months are assumed for invoicing and progress reporting.

Meetings

• No meetings are associated with this task.

Deliverables

• One hard copy and electronic copy of monthly invoice and progress reports.

Florida Department of Transportation Dist. 4 Page 1

Scope of Work - 409355-1 & 409359-1 (J-95 Managed Lanes VE Study) Sept 2012

TASK 2. VALUE ENGINEERING SERVICES

2.1.1 Objectives

The objective of this task is to provide VE services in accordance with the SAVE Value Standard and the SAVE 6-step process. The 6-step phases of the SAVE process include:

Step 1 - Information Phase

Step 2 - Function Analysis Phase

Step 3 - Creative Ideas Phase

Step 4 - Evaluation Phase

Step 5 - Development Phase

Step 6 - Presentation Phase

Services provided are detailed below.

Task 2.2 Prestudy Meeting

2.2.1 Objective

The objective of the prestudy task is to determine goals and objectives of the VE study.

determine what information is available for the study team, and confirm technical experts required for the study. The consultant will review the project data available for the team and prepare a cost model for the items that will aid in focusing the study.

Assumptions

• Pre-study meeting will be by conference call.

• FOOT will transmit the cost estimate and project reports for the project(s) to the consultant 10 days prior to the study.

Activities

• Set up and participate in premeeting conference call.

• Session Logistics: VE Job Plan, prepare agenda, reserve facilities, and prepare team letter.

• Distribute VE Information to the VE team prior to study (including project documents).

• Prepare opening presentation.

• Develop VE study report template.

• Prepare cost model.

• Prepare draft functional analysis (FAST diagram).

Meetings

• One prestudy meeting up to 2 hours attended by 1 consultant team member.

Florida Department of Transportation - Dist. 4 Page 2

Scope of Work - 409355-1 &: 409359-1 (1-95 Managed Lanes VE Study) Sept 2m2

Deliverables

• Facility setup; VE Job Plan, agenda, and team letter distributed to VE team members.

• Cost model to be used during the study and included in report.

• FAST diagram to be used during the study and included in report.

• Opening presentation to be presented during VE study kick-off session.

Task 2.3 VE Study

2.3.1 Objectives

The objective of this task is to facilitate a VE study for the 1-95 Managed Lanes Project 429804-1 from North of SR-848/Stirling Rd. to North of SR-816 (Oakland Park Boulevard).

The consultant will facilitate a VE study for the project in accordance with the SAVE Value Standard and the SAVE 6-step process.

One overall goal of the VE Study is to ensure roadway typical sections and interchanges are the most efficient designs for the proposed traffic with a focus on overall implementation of managed lanes accessibility for the entire corridor.

Assumptions

• Consultant will provide and reserve the meeting facility for the VE study December 3rd thru ]'h.

• Consultant shall provide the following support materials during the study:

• Two flip chart easels with pads totaling 100 pages

• Writing paper, pens, pencils, and multicolored hlghlighters

• Three (3) laptop computers for team member's use during the VE workshop, digital camera, and video projector

• Study will be at a facility in the vicinity of the FDOT Dist. 4 Headquarters.

• FDOT wilt provide or arrange for a project overview by the design team{s) to the VE team, tentatively scheduled for 9:30 am.on December 5th

• FDOT will arrange for and supply VE team members, except as noted below.

• FDOT will provide existing graphics, cost estimates, schedules, and other project data for use during the study, including any project constraints.

• Consultant will provide the following staff, who will be independent from the project team:

• Team Leader

• Asst. Team LeaderIT echnical Support

• FDOT will provide and reserve the meeting facility for the VE Study Presentation December 7'h.

• FDOT will identify and invite audience participants for the VE presentation on December 7th at 10:00 am.

Florida Department of Transportation Dist. 4 Page 3

Scope of Work - 409355-1 & 409359-1 (1-95 Managed Lanes VE Study) Sept 2012

• Consultant will conduct a final VE presentation on December 9th

Activities

• Facilitate study session in accordance with the SAVE 6-step process outlined below.

• Information Phase:

• Opening Presentation - Process Overview

• Project Team Briefing

• Site visit (if applicable)

• Identify Critical Constraints and Controlling Decisions

• Verify Project Background

• Establish Engineering Design Criteria (including Quality Objectives)

• Establish Operational Considerations

• Establish Evaluation Criteria

• Identify Key Agreements

• Establish Critical Assumptions

• Identify Project Risks

• Functional Analysis - Verify/Endorse FAST Diagram

• Speculation Phase

• Brainstorm Alternatives based on Function

• Evaluation Phase

• Evaluate Alternative Concepts

• Development Phase

• Prepare Recommendations - Narrative, Assumptions, Drawings, Calculations, Cost Estimate, etc.

Prepare Design Suggestions - Narrative, Assumptions, Drawings

• Presentation Phase

• Develop Out-Briefing Report

• Develop Presentation

Meetings

• VE study session December 3rd thru December 7th - daily activities detailed in study agenda.

Deliverables

• Out-Briefing Summary

• Closing Study presentation of findings florida Department of Transportation - Dist. 4 Page 4

Task 2.4 Post Study

2.4.1 Objective

The objective of this task is to prepare a draft and final report that documents the study activities and results.

Assumptions

• Consultant shall deliver an electronic copy (PDF) of the Draft VE Report within 15 working days of the study completion.

• FOOT will provide any draft VE comments within 10 working days to the consultant.

• FDOT will provide an implementation summary within 5 weeks to the consultant.

• Final VE report will be delivered by the consultant to FOOT within 10 working days of receipt of the implementation summary.

Activities

• Draft VE report

• Prepare Draft Report

• Quality Review

• Finalize Draft Report

• Submit Draft VE Report for review

• Final VE report

• Complete Implementation Section of Report

• Address Draft Report Comments

• Submit Final VE Report

Meetings

• No meetings are associated with this task.

Deliverables

• Draft VE Report - Electronic (PDF) and three hard copies.

• Final VE Report - Electronic (PDF) and three hard copies.

Florida Department of Transportation Oist. 4 Page 5

Scope of Work - 409355·1 Ii 409359-1 (1-95 Managed Lanes VE Study) Sept 2012

STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION 375-030-25

PROCUREMENTTASK WORK ORDER FOR PROFESSIONAL SERVICES

page~~ U

Distribution P.S.U. , Program Management, File

Reviewed Bv: VWConsultant: HDR Engineering

Address: 15450 New Barn Road Suite 304 Miami Lakes, Florida 33014

Date Submitted: 1\}tJ IG V(~' CITS Approved Date: ----1-

New Contract: __+--

(To be enter"<iw~.of T)V.o.)

Date: 10/25/2012 V

Task Work Order No.: 1

Contract No. C9826 Payment FM No.: 40935912201

Brief Task Description:

Value Engineering Workshop SR-9 (1-95), PO & E Studies from north of SR-816 (Oakland Park Boulevard) to Palm Beach/Broward County Line.

SR-9 (1-95) From Palm Beach/Broward County Line to South of SR-808 (Glades Road)

In accordance with the above referenced contract, you are authorized to perform the tasks detailed in attached Exhibit A (Scope of Services). All services required under this Task Work Order will be completed on or before: 9/21712017 ~

The total amount or the limiting amount of the compensation will be: $32,304.02 V Compensation elements are as follows:

Element Description Method of Compensation Amount Est·

,!. (LS2) Lump sum paid based on % of completion Value En~ 'lIIII8[i ~orksboD ...

I~. .,...".. I•• __ $32,304.02

~:\.,: V ~ J $0.00 nrr .., 4 "ni'l $0.00

'~I "'11", $O.OC

ft

PROFESSIONAl Rt ()TJ.U:D I"I"U.ITnA ......_

Page 1 Total $32,304.0~

SERVlCFS •••""" I UI'\L Page 2 thru 6 Subtotal

Total $32,304.02

Other Notes:

See Attached Anlndependent assessment of staff hours and quantities for the proposed services has been performed and found fair, reasonable and competitive.

Total authorizations to date (including this one):

$32,304.02

Departmental Approval:

Celestino P. Lucero Contracts Coordinator ( C::_.Lht

(name) (title) (signature)

Consultant Acceptance:

Don Owings (name)

Vice President

*Llmiting or Estimated/Budgeted Amount.

(title)

Financial Services ------------------- , Project Consultant

(signature)

Date: October 3rd , 2012

To: VE Team Members

From: Don Owings, PE, CVS Donald.Owings@hdrinc.com

Subject: Value Engineering Study 1095 Managed Lanes - Study 1

Greetings, this memo is to start laying some of the expectations for the upcoming Value Engineering (VE) Study. I'm looking forward to working with you on this endeavor. My hope is that this memo will provide information to you about the project and our work together.

If you have any questions, please direct them to Don Owings at 503-423-3856 (office), 360-601 3061 (cell), e-mail: donald.owings@hdrinc.com.

Project Information

VE Study Dates & Location The VE Study will be held November 5th thru November 9th

, 2012:

Monday April 16th

The opening session of the study will be held in the auditorium at the FOOT District office

Monday November 5th thru Thursday November 8th the study will be held at the:

Hampton Inn, 4499 W. Commercial Boulevard, Tamarac, FL

Friday November 9th

The presentation of the study results will be held in the auditorium at the FOOT District office.

What to Bring Be sure to bring your normal tools of the trade, (e.g., calculator. laptop computer (if possible).

scale, etc.). Bring a creative and open mind. VE Studies are a lot of work, but if you bring your sense of humor you will have a good time and a rewarding experience.

O;\E COi\IP.\;\Y I .\lulir \(J11i//illI\

Agenda Monday November 5th

Objective for the day: learn about the project.

9:00 am Team Meet and Greet

Process Presentation Performance attributes and scales Attribute weighting

Project Team presentation/briefing of the project Purpose and Need/Goals and Objectives Existing Conditions/Deficiencies Previous Alternatives, etc.

Constraints and controlling decisions - environmental

Review Identified Risks 12:00 pm lunch 1:00 pm Site Review 3:00 pm Site Visit Observation - Additional questions for project team.

5:00 pm Adjourn for the day

Tuesday November 6th

Objective for the day: Complete brainstorming and begin to evaluate ideas.

8:00 am Cost Model and Functional Analysis (FAST Diagram) 8:30 am Complete Investigation Phase - Begin Speculation Phase 12:00 pm lunch 1:00 pm Continue Speculation Phase - Begin Evaluation Phase

Wednesday November 7th

Objective for the day: Develop alternatives.

8:00 am Continue Evaluation Phase - Begin Development Phase 10:00 am Mid-point review (Project Manager and VE Team leader) 12:00 pm lunch 1:00 pm Continue Development Phase

Thursday November 8th

Objective for the day: Develop and evaluate performance.

8:00 am Continue Development 12:00 pm lunch 1:00 pm Complete Proposal Development and team review

Define, and evaluate performance of proposals Prepare Presentation

Friday November 9th

Objective for the day: Develop and present solutions.

8:00 am Team rehears presentation 10:00 am Presentation of VE Findings

01\ E CO.\I P.\1\ Y I \lUIIl \(!/II//()JII• Ground Rules A VE Study follows a prescribed process which has been proven over many years to produce the best results. This process needs the team members to be fully engaged in the study during the week.

In order to maintain our schedule and provide the best results to the project team I would ask that we follow some basic ground rules:

1. Please be prepared to attend all five days. You were selected to assist on this team based on your expertise. If you can not be in attendance for the entire time then please contact me prior to the study so we can make the appropriate arrangements.

When team members leave part way through, or come and go frequently, the VE team can lose its momentum and cohesiveness.

2. Please turn your cell phones to vibrate mode during the study. Unless it is information to assist the team, please try to wait until breaks to return phone calls, check on messages or sort through e-mails.

3. No Dress code. I want everyone to be comfortable. The first day does include a site visit so please have the appropriate footwear. The rest of the time the appropriate dress is what some would call business casual (No ties required).

4. If you have a laptop please bring it along. I have found most team members are more comfortable developing their write-ups on a computer. The facilities we use don't always have network connections, so the memory stick is usually the network of choice for sharing files.

5. Our success will be evaluated based on the level of contribution that we bring to the project. Remember that the goal of any VE Study is to "add value" to the project and saving money is just a by-product. We want to make recommendations based on solid engineering judgment that will result in an improved overall project.

Value Engineering Job Plan

The Value Engineering (VE) team will employ the six-phase VE job plan in analyzing the project.

This process is recommended by SAVE International and is composed of the following phases:

Investigation/Information - The objective of this phase is to obtain a thorough understanding of the project's design criteria and objectives by reviewing the project's documents and drawings, cost estimates, and schedules. Elements include:

• Process Overview

• Project Team Presentation

• Understanding of Study Objectives

• Identification of constraints or controlling decisions

• Development of FAST diagram

• Review of Cost Model

Speculation/Creative - During this phase the team will employ creative techniques such as team brainstorming to develop a number of alternative concepts that satisfy the project's primary functions and risks.

Evaluation - The purpose of this phase is to evaluate the alternative concepts developed by the VE team during the brainstorming sessions. The team will use a number of tools to determine the qualitative and quantitative merits of each concept.

Development - Those concepts that ranked highest in the evaluation are further developed into VE recommendations. Narratives, drawings, calculations, and cost estimates will be prepared for each recommendation. The final step in the development phase is to review the risk register, re-quantify based on the VE team recommendations and re-run the risk model (post-response).

Presentation - The VE team presented their finding in the form of a written report. In addition, an oral presentation will be made to the owner and the project team to discuss the VE recommendations.

I'm looking forward to working with you on this VE Study and I really appreciate each of you blocking time out of your busy schedule to participate. Please don't hesitate to call or e-mail me if you have any questions.

Don Owings, PE, CVS Vice President HDR ONE COMPANY I Many Solutions 1001 SW 5th Avenue, Suite 1800 I Portland, OR 97204 Direct (503) 423-3856 Cell (360) 601-3061 Email Idonald.owings@hdrinc.com

Scope of Work

Value Engineering Study

1·95 Managed Lanes

409359-1, North ofSR-816 to Palm BeacblBroward CIL

409355-1, Palm Beacb/Broward CIL to Soutb of Glades Rd.

November 2012

Prepared by:

15450 New Barn Road

Suite 304

Miami Lakes. FL 33014

Table ofContents

TASK 1. PROJEcr MANAGEMENT

TASK 2. VALUE ENGINEERING SERViCES ••••••••••••••••••••• 'II ••••• 'II •••••••••••••••••••• 'II ••••••••••••••••••••• 2

2.1.1 Objectives.. ..•••.•. ••...• . .••.. .. .•...• .. ..••. .. ... . .. .. .. .. ...•. . .. .•...•.•.. .. . .••. .. ••.•. •..••

Task 2.2 Prestudy Meeting 'II

2.2.1 Objective

Task 2.3 VE Study .. 'II

2.3.1 Objectives

Task 2.4 Post Study .. 'II

2.4.1 Objective

Florida Department of Transportation' Oist. 4 Page i

Scope of Work 409355-1 & 409359-1 (1-95 Managed Lanes VE Study) Sept 2012

INTRODUCTION

The Scope of Work for this Task Order includes providing Value Engineering (VE) consultation services to Florida Department of Transportation (FDOT) Dist. 4.

ROLES AND RESPONSIBILITIES

Team Leader: Communicate scope and schedule with team members, review project data prior to workshop, prepare workshop materials for VE Team, lead the VE team through the VE Job Plan, prepare a report-out presentation of the draft findings, prepare a draft report of the VE study, and finalize the report.

VE Team Members: Participate in the VE study as subject matter experts and as requested by

FDOT.

PROPOSED SCHEDULE

October 5 Notice to proceed October 9 Pre-study conference call November 5-9 VE study November 9 Present VE findings November 27 Draft report December 10 Draft report comments due TBD Final report - to be submitted 10 days after receipt of implementation summary.

TASK 1. PROJECT MANAGEMENT

The objective of this task is to manage the work elements for purposes of controlling costs, maintaining schedule, providing quality products that are appropriate for meeting the goals of the study, and for coordinating work activities with other members of the study team.

The consultant will provide contract administration and team management, coordination, and direction for the duration of the project. The consultant will provide a project manager to serve as the consultant's single point of contact with FDOT Dist. 4 for this Scope of Work.

Assumptions

• Three months are assumed for invoicing and progress reporting.

Meetings

• No meetings are associated with this task.

Deliverables

• One hard copy and electronic copy of monthly invoice and progress reports.

Florida Department ot Transportation· Dist. 4 Page 1

Scope ot Work - 409355-1 &. 409359-1 (1-95 Managed Lanes VE Study) Sept 2012

TASK 2. VALUE ENGINEERING SERVICES

2.1.1 Objectives

The objective of this task is to provide VE services in accordance with the SAVE Value Standard and the SAVE 6-step process. The 6-step phases of the SAVE process include:

Step 1 - Information Phase

Step 2 - Function Analysis Phase

Step 3 - Creative Ideas Phase

Step 4 - Evaluation Phase

Step 5 - Development Phase

Step 6 - Presentation Phase

Services provided are detailed below.

Task 2.2 Prestudy Meeting

2.2.1 Objective

The objective of the prestudy task is to determine goals and objectives of the VE study, determine what information is available for the study team, and confirm technical experts required for the study. The consultant will review the project data available for the team and prepare a cost model for the items that will aid in focusing the study.

Assumptions

• Pre-study meeting will be by conference call.

• FDOT will transmit the cost estimate and project reports for the project(s) to the consultant 10 days prior to the study.

Activities

• Set up and participate in premeeting conference call.

• Session Logistics: VE Job Plan, prepare agenda, reserve facilities, and prepare team letter.

• Distribute VE Information to the VE team prior to study (including project documents).

• Prepare opening presentation.

• Develop VE study report template.

• Prepare cost model.

• Prepare draft functional analysis (FAST diagram).

Meetings

• One prestudy meeting up to 2 hours attended by 1 consultant team member.

Florida Department of Transportation Dist. 4 Page 2

Scope of Work - 409355-1 8: 409359-1 (1-95 Managed Lanes VE Study) Sept 2012

Deliverables

• Facility setup; VE Job Plan, agenda, and team letter distributed to VE team members.

• Cost model to be used during the study and included in report.

• FAST diagram to be used during the study and included in report.

• Opening presentation to be presented during VE study kick-off session.

Task 2.3 VE Study

2.3.1 Objectives

The objective of this task is to facilitate a VE study for the 1-95 Managed lanes Project 409359-1 (North of SR-816 to Palm Beach/Broward C/l) and 409355-1 (Palm Beach/Broward C/l to South of Glades Rd).

The consultant will facilitate a VE study for the project in accordance with the SAVE Value Standard and the SAVE 6-step process.

Assumptions

• Consultant will provide and reserve the meeting facility for the VE study November 6th thru 8 th

• Consultant shall provide the following support materials during the study:

• Two flip chart easels with pads totaling 100 pages

• Writing paper, pens, pencils, and multicolored highlighters

• Three (3) laptop computers for team member's use during the VE workshop, digital camera, and video projector

• Study will be at a facility in the vicinity of the FOOT Oist. 4 Headquarters.

• FOOT will provide and reserve the meeting facility for the first day of the VE Study November 5th

• FOOT will provide or arrange for a project overview by the design team(s) to the VE team, tentatively scheduled for 9:30 am on November 5th

• FOOT will arrange for and supply VE team members, except as noted below.

• FOOT will provide existing graphics, cost estimates, schedules, and other project data for use during the study, including any project constraints.

• Consultant will provide the following staff, who will be independent from the project team:

• Team leader

• Asst. Team leader/Technical Support

• FOOT will provide and reserve the meeting facility for the VE Study Presentation November 9th

• FOOT will identify and invite audience participants for the VE presentation on November 9th at 10:00 am.

Florida Department of Transportation - Dist. 4 Page 3

• Consultant will conduct a final VE presentation on November 9th

Activities

• Facilitate study session in accordance with the SAVE 6-step process outlined below.

• Information Phase:

Opening Presentation - Process Overview

• Project Team Briefing

• Site visit (if applicable)

• Identify Critical Constraints and Controlling Decisions

• Verify Project Background

• Establish Engineering Design Criteria (including Quality Objectives)

• Establish Operational Considerations

• Establish Evaluation Criteria

• Identify Key Agreements

• Establish Critical Assumptions

• Identify Project Risks

• Functional Analysis - Verify/Endorse FAST Diagram

• Speculation Phase

• Brainstorm Alternatives based on Function

• Evaluation Phase

• Evaluate Alternative Concepts

• Development Phase

• Prepare Recommendations - Narrative, Assumptions, Drawings, Calculations, Cost Estimate, etc.

• Prepare Design Suggestions - Narrative, Assumptions, Drawings

• Presentation Phase

• Develop Out-Briefing Report

•…