RFP 26-15JS St. Armands Key and Lido Key Assessment District Overhead Utility Undergrounding Program

I. INTRODUCTION

The City of Sarasota seeks Statements of Qualifications from multidisciplinary Consultant teams to deliver a three-district program that removes overhead electric and communications facilities and installs underground infrastructure, including new street lighting that meets dark-sky and sea-turtle-protection standards, on St. Armands Key and Lido Key.

Contingency: Moving forward with the optional services of the program depends on City Commission approval of the Assessment District, adoption of the assessment resolutions, and authorization of financing. If these approvals are not granted, the Assessment District Overhead Utility Undergrounding Program will not advance to final design, procurement/bidding, or construction.

II. GOALS AND OBJECTIVES

• Remove overhead electric and communication facilities

• Install underground utility infrastructure

• Install street lighting that meets dark-sky and sea-turtle-protection standards

• Improve public safety

• Increase system reliability

• Strengthening hurricane and storm resilience

• Reduce visual clutter in the rights of way

• Create a better setting for residents, merchants, and visitors

III. BACKGROUND REFERENCES

• Florida Statutes:

o Florida Statute Chapter 197, Subsection 197.3632 – Uniform Method for Levying, Collecting, and Enforcing Non-Ad Valorem Assessments (used when special assessments are placed on the annual property tax bill) o Florida Statute Chapter 166 – Municipal Home Rule Powers Act (provides general authority for municipalities, including special-assessment authority) o Florida Statute Chapter 125 – County Government Home Rule Powers (parallel county authority, often referenced for consistency) o Florida Statute Chapter 119 – Florida Public Records Law

Overhead Utilities Undergrounding Districts Legal Description

• City Commission materials related to the creation of an Assessment District

• Draft and final Assessment Methodology Reports prepared by the City’s assessment Consultant

• Applicable Florida Statutes governing special assessments, public financing, procurement, and public records

• Florida Power and Light design criteria and undergrounding standards

• Communications provider design criteria and service conversion requirements

• City of Sarasota’s 2024 Engineering Design Criteria Manual o Design standards, permitting requirements, and right-of-way procedures o Dark-sky lighting requirements

• Sea-turtle-protection requirements

• Prior City undergrounding studies and feasibility documents

• Utility coordination records and preliminary design information for the three districts

IV. PROJECT DESCRIPTION AND DISTRICTS

District boundaries will be published in Exhibit A and may be refined by addendum.

• District A – St. Armands Business Area

• District B – St. Armands Residential Area

• District C – Lido Key, including Lido Shores, Ken Thompson, Ted Sperling Park, commercial and residential areas, Representative utility elements include primary electric feeders, lateral circuits, pad-mounted transformers, switch cabinets, communications pedestals, service laterals, sea-turtle-friendly and dark-sky-compliant lighting, and full surface restoration (pavements, sidewalks, landscape, and hardscape).

Stakeholders to engage from day one: St. Armands residents, St. Armands merchants, and St. Armands commercial property owners, Lido Key Residents Association, Lido Shores property owners, hospitality operators, the St.

Armands Circle association, neighborhood and business associations, City Island leaseholds and adjacent jurisdictions or utilities as needed.

V. SCOPE OF SERVICES

The scope is organized into Required and Optional Tasks.

Required Tasks are tasks the City will authorize regardless of whether the Assessment District moves forward. These tasks include early program management, preliminary engineering, assessment support, and coordinated outreach.

Optional Tasks will only proceed if the City Commission approves and finances the Assessment District. Consultants must still provide their qualifications, approach, and understanding of these Optional Tasks as part of their proposal.

The Consultant will support the City in planning, designing, coordinating, and preparing the overhead-to-underground utility conversion program for St. Armands Key and the City portion of Lido Key. Required Tasks will be authorized first and identified by Task Order. Each Task Order will specify the deliverables, review periods, and acceptance requirements. The City is not obligated to issue all tasks.

Consultants shall review the task descriptions and fill out subtasks associated with each summary of expectations. Some subtasks are pre-identified; additional subtasks may be added by the Consultant as needed to clarify their approach. Each task must define its deliverables, review windows, and acceptance criteria.

Task 1: Project Management and Administration Required

The Consultant will support overall program setup, tracking, reporting, and documentation. Work includes managing schedules, risks, records, and coordination with City departments and partner agencies. Tasks focus on helping the City structure the program for transparent delivery.

1.1 – Documentation:

1.1.1 Prepare and update program schedules, risk logs, and decision logs

1.1.2 Maintain organized program records consistent with Public Records Law

1.2 – Coordination:

1.2.1 Coordinate with City Utilities, Planning, Finance, Legal, and other departments

1.2.2 Support internal coordination for zoning and land-use considerations affecting the project

1.3 – Staff Meetings: Provide bi-weekly to monthly status meetings and summaries to City staff.

TASK 1 Deliverables:

• [Consultant to provide Bulleted list of deliverables with proposal]

Task 2: Outreach and Communications Required

The Consultant will support early outreach, public information, and communication with residents, merchants, associations, and other stakeholders. This includes preparing clear materials and maintaining an online presence with accessible program information. All outreach, facilitation, communications, and digital tools must be conducted in coordination with City staff and in compliance with all applicable City Codes, City policies, State Laws (including Florida Sunshine Law and Public Records Law), ADA requirements, and digital accessibility standards.

2.1 – Public Involvement Plan:

2.1.1 Create a PIP that integrates all project tasks.

2.1.2 Stakeholder Engagement: Engagement will begin immediately after the agreement is executed.

2.1.2.1 List of public stakeholders: St. Armands residents, St. Armands merchants, and St. Armands commercial property owners, Lido Key Residents Association, Lido Shores property owners, hospitality operators, the St. Armands Circle association, City Island leaseholds, and neighborhood and business associations, among others.

2.1.2.2 List of agencies: Adjacent jurisdictions, Florida Power and Light, Florida Department of Transportation, Sarasota County, Franchise Utilities, among others.

2.2 – Community Outreach Specialist:

2.2.1 Provide a community outreach specialist to support public engagement activities.

2.2.2 The community outreach specialist will support staff in guiding discussions, help collect feedback, and support conversations on undergrounding, zoning considerations, and any corridor or streetscape improvements.

2.2.3 The community outreach specialist will assist City staff in managing meeting flow, documenting input, and ensuring that all participants have an opportunity to contribute.

2.2.4 The community outreach specialist must have prior experience working with local governments and be knowledgeable in Robert’s Rules of Order, Florida Sunshine Law, Florida Public Records requirements, ADA obligations, and other procedures applicable to public meetings and communications.

2.3 – Meeting Materials:

2.3.1 Prepare meeting materials and assist with briefings for residents and merchants

2.3.2 Support surveys, notices, and informational materials

2.4 – Program Microsite:

2.4.1 Develop and maintain a program website/webpage with maps and updates

2.4.1.1 Provides Geographic Information System (GIS) interactive maps for boundaries, design status, and construction phasing

2.4.1.2 Publishes parcel-level estimated assessments by land use (residential, commercial, and vacant) before adoption and auto-updates to the adopted roll after City Commission action

2.4.1.3 Offers downloads in comma-separated-value and spreadsheet formats, a weekly construction dashboard, and a searchable frequently asked questions page

2.4.1.4 Meets the World Wide Web Consortium Web Content Accessibility Guidelines version 2.1, Level AA; includes email and text sign-ups;

and provides monthly analytics reports

2.4.1.5 Remains live through project close-out and are archived for the minimum years based on record retention laws.

2.5 – Messaging:

2.5.1 Coordinate messaging across City departments/divisions and partner agencies

2.5.2 Maintain ample communications with the City’s Communications Department

TASK 2 Deliverables:

Task 3: Special Assessment Benefit and Apportionment Methodology and Land-Owner Support

Required

The Consultant will support development of a transparent and defensible assessment methodology consistent with Florida law. This includes parcel data, allocation factors, rate scenarios, and technical inputs needed for the Assessment Report. Work also includes close coordination with City staff, legal counsel, and financial advisors throughout the assessment and bond-validation process.

3.1 – Assessments:

3.1.1 Prepare parcel data, allocation factors, equivalent-benefit-unit definitions, and model updates

3.1.2 Prepare rate scenarios, sensitivity analyses, maximum annual targets, and hardship or cap policies if directed

3.1.3 Draft Assessment Report components, including parcel-level allocations and worked examples

3.1.4 Prepare materials for public outreach about assessment concepts

3.2 – Petition Process: Create and support petition process and activities, if directed by the City

3.3 – Coordination: Coordinate with City Finance, bond counsel, and the City Attorney.

TASK 3 Deliverables:

• [Consultant to provide Bulleted list of deliverables with proposal]

Task 4: Surveying and Utility Locate Services Required and Optional Services

In support of the undergrounding facilities on St. Armands Key and Lido Key, Consultant shall perform topographic survey, boundary survey, and subsurface utility engineering (utility designation and locates) per Chapter 5J-17 of the Florida Administrative Code in compliance with the Standards of Practice of Surveying and Mapping of the State of Florida.

The topography shall include all above ground and visible features including the following:

o Curbs, sidewalks, hardscape, driveway aprons, drop or depressed curbs, ADA ramps, valley gutters and roadway surfaces.

o Utilities including above ground access points such as manholes, catch basins, pull boxes, cleanouts, meter pits, service connections light poles, and utility poles along with invert elevations and pipe sizes where accessible.

o Landscape areas, shrubbery, and individual trees. Trees of 4” DBH and higher shall note tree size and species. Trees under 4” DBH will be suitably noted in a legend of symbols.

o Elevations will be provided on all hard surfaces at all changes in direction, material and at key points shown on the typical roadway cross section where accessible or up to the existing walls or fences. Cross section will be obtained and shown at 25‐foot stations.

o The horizontal datum shall be NAD 1983 (current adjustment) unless otherwise instructed. The vertical datum shall be NAVD 1988 obtained from NGS monumentation with a vertical accuracy order of no less than

Second Order Class 1. Both horizontal and vertical control may be acquired using GPS, however, it should be done so by processing through OPUS Projects, or similar network adjustment tools, with at least two (2) known NGS vertical benchmarks in the solution.

o Project control shall be set in locations that will ensure the permanency of the points as well as being readily accessible for the construction of the project. A minimum of three (3) intervisible points shall be set every 750 feet.

o All AutoCAD files will be version 2019 or earlier o Digitally signed and sealed Topographic Survey in PDF format o Provide the following files:

DTM or TIN Point Cloud Data if acquired utilizing LiDAR PNEZD file or Carlson CRD file

4.1 – Topographic and Boundary Survey:

4.2 – Utility Designations:

4.2.1 The Consultant will provide subsurface utilities engineering designations to identify and map existing underground utilities using survey, records research, and non-invasive field methods. This work will include reviewing available utility records, coordinating with utility owners, and performing Quality Level C and Quality Level B designations as needed to support design development.

4.2.2 The Consultant will prepare updated utility base maps and identify potential conflicts for incorporation into design plans.

Optional Service: Subsurface Utilities Engineering - The Consultant will provide utility locates as an optional service to confirm the horizontal and vertical position of underground utilities through test holes or other approved methods. This work may include Quality Level A locates where needed to resolve conflicts or support final design. The Consultant will document results, update utility information, and provide reports in a format suitable for inclusion in final design packages.

TASK 4 Deliverables:

Task 5: Preliminary Engineering and Funding Plan Required

The Consultant will prepare preliminary utility design and early engineering needed to define project limits, cost estimates with risk-based contingency, and funding scenarios. This task includes early coordination with utilities, stormwater planning, and streetscape considerations.

5.1 – Street Lighting Analysis:

5.1.1 Street-lighting photometric analyses signed and sealed by a licensed Engineer

5.1.2 Fixture and equipment evaluation with life-cycle cost reviews

5.2 – Preliminary Design:

5.2.1 Prepare 30% level preliminary design for undergrounding

5.2.1.1 Civil, electrical, communications, and lighting design

5.2.1.2 Conduit and fiber pathways for intelligent transportation systems, if directed

5.2.2 Integrate early landscape architecture, streetscape, corridor access, and safety concepts

5.2.3 Review Resilient SRQ stormwater efforts to identify system impacts and integrate into design

5.2.4 Develop preliminary cost estimates and refine cash-flow needs

5.2.4.1 Include risk-based contingency recommendations

5.3 – Permits: Prepare and maintain a permit matrix identifying required permits/approvals (for example, right-of-way use, lane closures, lighting/environmental compliance related to sea-turtle protections) with submittal dates, issuing agencies, and current status.

5.4 – Grants:

5.4.1 Identify grant opportunities and create a matrix

5.4.2 Prepare supporting technical material

5.5 – Coordination:

5.5.1 Coordinate with Florida Power and Light and communication providers on design criteria and long-lead material planning

5.5.2 Coordinate with Resilient SRQ stormwater planning

TASK 5 Deliverables:

Task 6: Legislative Actions and Bonding Support Optional Service

The Consultant will support the City during the legislative process for assessment adoption and bond financing. Work includes technical review, document preparation, and coordination with legal and financial partners.

6.1 – Assessments Resolutions:

6.1.1 City will engage Special Counsel to draft Resolution of Intent to use tax bill collection

6.1.2 Initial and Final Assessment Resolutions with noticing

templates and affidavits

6.1.3 Will collaborate with Methodology Consultant and review and comment up draft assessment methodology report(s)

6.1.4 Prepare technical content for public hearings

6.2 – Bonding Support:

6.2.1 Assist with bond resolution materials and validation support

6.2.2 Coordinate with the City Attorney and bond counsel

TASK 6 Deliverables:

Task 7: Final Design, Easements, and Procurement Optional Service

The Consultant will prepare full design packages and easement documents needed for construction procurement. Work includes advanced utility coordination, permitting, and preparation of bid documents.

7.1 – Design:

7.1.1 Prepare 60, 90, and 100% plans and specifications

7.1.2 Progressive cost estimates to final design

7.1.3 Complete value engineering reviews

7.1.4 Advance streetscape, corridor, and drainage improvements for construction

7.1.5 Signed and sealed record drawings by a licensed Engineer.

7.2 – Easements:

7.2.1 Prepare easement sketches, legal descriptions, and negotiation packets

7.2.2 Maintain a Geographic Information System (GIS) tracker and recommend design alternatives where access is not granted

7.3 – Procurement:

7.3.1 Prepare Invitation to Bid (ITB) documents, including plans, specifications, measurement and payment, unit-price schedules, and special provisions.

7.3.2 Coordinate with the City’s Procurement Team and all solicitations will be per the City’s Procurement Code and city regulations.

7.3.3 Support development of the advertising package and confirm compliance with City procurement requirements.

7.3.4 Assist with the pre-bid conference, including meeting

materials and documentation.

7.3.5 Assist with written responses to contractor questions and support issuance of addenda.

7.3.6 Review bid submissions and provide recommendations for award based on City evaluation procedures.

7.3.7 Support preparation of materials needed for Commission presentation or approval of contract award. Invitation for Bids packages in coordination with Procurement.

TASK 7 Deliverables:

Task 8: Construction and Cut-Over Support Optional Services

The Consultant will support the City during construction, providing inspection, engineering review, and coordination. This work ensures safe field operations, accurate pay applications, and timely cutovers for residents and merchants.

8.1 – Inspections and Review:

8.1.1 Provide field inspection, testing, and construction coordination

8.1.2 Support and inspect maintenance-of-traffic

8.1.3 Prepare and maintain a business access plan that includes addresses delivery windows, accessible routes, and event blackout dates as well as planned outage notices

8.1.4 Review contractor schedules, pay items, and change requests

8.1.5 Monitor streetscape, drainage, ADA, and corridor improvements for compliance

8.2 – Utility Coordination: Coordinate utility cutovers and pole removal

TASK 8 Deliverables:

Task 9: Close-Out and Assessment True-Up Optional Services

The Consultant will support close-out tasks needed to complete the project, finalize assessments, and archive required records. Work includes compiling as-built documents and coordinating warranty activities.

9.1 – Close-Out:

9.1.1 Prepare record drawings and asset data packages

9.1.2 Support warranty tracking and close-out documentation

9.1.3 Complete assessment true-up calculations and supporting materials

9.1.4 Archive website materials and public information records

TASK 9 Deliverables:

Proposer may insert additional tasks in proposal, if needed, using the example below:

Task 10: [Insert a new task, if needed]

[Brief summary of Task]

10.1 – [Insert a new subtask, if needed

10.2 – [Insert a new subtask, if needed

TASK 10 Deliverables:

• [Bulleted list of deliverables]

Optional Services Disclaimer: Tasks associated with Legislative Actions and Bonding, Final Design and Easements, Procurement, Construction and Cut-Over, Close-Out and Assessment True-Up, and the Subsurface Utilities Engineering utility locates subtask are optional and will only be authorized if the City Commission approves the Assessment District and financing. No optional tasks will begin until the City provides written authorization. The City may authorize any individual task, combination of tasks, or none of the optional tasks based on Commission action and available funding.

VI. PROJECT BUDGET, FUNDING, AND BUSINESS/MERCHANT PARTICIPATION

Planning-level construction range: $40-50 million dollars, to be refined during design and assessment in coordination with Florida Power and Light and communications providers.

Anticipated sources:

• Assessment Districts on benefited properties (ten- to thirty-year amortization)

• Tax-exempt and/or taxable municipal bonds secured by assessments

• Business Improvement District funds for the commercial core, subject to separate action

• Grants and utility contributions where available

The Consultant shall recommend a funding mix, draw schedule, reserves and contingencies, and overall cash-flow curve. The City will operate a dedicated capital fund for all program revenues and expenditures.

VII. KEY DATES

Consultant to provide meetings and critical path items, preferably in a table.

Month Meeting and Critical Path Items

VIII. SCHEDULE

Example - See Part X.

Consultant will submit a schedule. The schedule will be updated and maintained throughout the lifetime of the project.

IX. PROJECT ADMINISTRATION

Data Privacy and Cybersecurity: The microsite shall use industry-standard security controls (for example, transport-layer encryption, role-based access, audit logs) and protect personal or contact information collected for notifications. Provide a Data Security Plan and Incident Response Notification procedure within thirty (30) days of notice to proceed. No third-party tracking shall be used without City approval.

Disclosure of Artificial Intelligence (AI) Systems: If AI systems are used, they shall be used in a support function and shall be disclosed when and how they are used.

No work shall be accepted, and therefore no payment shall be made, if AI is reasonably suspected to have been used without such prior disclosure.

Records Retention: The Consultant shall maintain all records, data, correspondence, design files, cost estimates, reports, and other documentation related to this Program in accordance with the Florida Public Records Law (Chapter 119, Florida Statutes) and all applicable State of Florida General Records Schedules for state and local agencies.

Records shall be preserved for the period required under the applicable retention schedules or until any audits, claims, or litigation involving such records have been resolved, whichever occurs later.

All records shall be organized and stored in a manner that ensures accessibility, protection against loss or damage, and timely retrieval upon request by the City.

Upon project close-out, the Consultant shall provide the City with a complete electronic archive of project records in a format approved by the City.

Quality Assurance/Quality Control: The Consultant shall be responsible for ensuring that all work products conform to Florida Statutes and follows standards and criteria in conformance with City of Sarasota, Florida Power and Light, and Florida Department of Transportation (if applicable). This shall be accomplished through an internal quality control process performed by the Consultant.

1 Crash, Traffic, and Roadway Data Assessment

1.1 Crash Trends

1.2 Corridor Crash Profiles

1.3 Contributing Roadway Data

2 Pedestrian Assessment

2.1 Pedestrian Crash Corridors

2.2 FHWA STEP EDC5 Evaluation

3 Land Use and Demographics

3.1 Context Class and Demographics Review

4 Public Involvement

4.1 Public Outreach

4.2 Virtual Public Engagement Event

5 Working Group

5.1 Form Vision Zero Working Group

5.2 Facilitate Working Group Meetings

5.3 Form Resolution from Working Group

6 Plan Development

6.1 Actionable Strategies Development

6.2 Best Practice Review

7 Jurisdiction Toolkits/Vision Zero Roadshow

7.1 Jurisdiction Action Plan Toolkit

7.2 Action Plan and Toolkit Workshop

8 Marketing and Education

8.1 Logo, Slogan, Marketing Materials

8.2 Develop Educational and Outreach Framework

9 Policy Development

9.1 Vision Zero Policy

10 Reports and Presentations

10.1 MPO Board and Committee Meetings

10.2 Vision Zero Report

11 Project Administration

11.1 Project Meetings

Month 13Task Month 7 Month 8 Month 9 Month 10 Month 11 Month 12Month 1 Month 2 Month 3 Month 4 Month 5 Month 6

Project Schedule: The Consultant will prepare and submit a detailed project schedule identifying major tasks, their durations, and tasks relationships. The Consultant is responsible for keeping the schedule up to date. The beginning date of the services shall be the date of authorization for this work order. Any changes to the schedule necessitated by circumstances outside the Consultant’s control will be coordinated with the City's Project Manager.

Progress Reporting and Invoicing: The Consultant shall meet with the City of Sarasota, at a minimum, on a monthly basis and provide written progress reports describing the work performed on each task. The Consultant shall submit one copy of a draft invoice package to the City’s Project Manager for approval prior to submittal of a final version of each invoice package. The final invoice package shall consist of one digital copy of each invoice, progress report, and project schedule. All copies of the invoice will be originally signed. Judgement on whether work of sufficient quality and quantity has been accomplished will be made by the CITY's Project Manager.

Draft Report: A draft report shall be circulated for review and approval by all study participants, and comments shall be compiled and incorporated into the final report by the CONSULTANT. The final report shall contain an executive summary outlining how the study was conducted, the methodologies used, how the final alternative was chosen, the conclusions reached, and the public involvement process used throughout the study.

Budget: This work will be completed as a lump sum task order and must be invoiced by deliverable.

X. SUBMITTAL REQUIREMENTS

Proposers must provide one searchable digital Portable Document Format (PDF) file. Front Page (one page maximum)

1. Table of Contents (one page maximum)

2. Cover Letter (two pages maximum)

3. Firm Qualifications and Relevant Projects

a. Present three Florida overhead-to-underground projects completed or in final construction within the past ten years, including scope, construction value, schedule, utility coordination for residential and commercial service conversions, bond-validation support, if any, and owner references

4. Project Team and Organization

a. Provide an organization chart (one page maximum; can be 11 x 17 sized page)

i. Include the key project team in the main document.

ii. Include résumés as Appendix A with Florida certificates of authorization and Florida professional-engineer license numbers.

Identify:

1. the lead for electric-utility coordination across residential and commercial conversions, and

2. the lead for assessment-methodology development and bond-validation support

5. Technical Approach and Understanding

a. Address methodology development, parcel-level data management, public website and engagement approach, merchant-friendly cut-over strategies, schedule management, and risk control.

b. Risk Register template must be included as part of the appendices.

6. Preliminary Program Schedule and Critical Path (two pages maximum; can be

11 x17 sized pages)

7. References

a. At least three references for Florida undergrounding projects within the last ten years

Example of a Preliminary Program Schedule

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Exhibit A: District Maps

Exhibit B: Proposal Requirements

Exhibit C: Required Forms