26-16MC_Exhibit_A_-_Scope.pdf

EXHIBIT A – SCOPE

RFP No. 26-16MC - Citywide Continuing Professional Services

1. Introduction

The City of Sarasota (“CITY”) is seeking proposals to establish a multi-award, on-call professional services agreements to deliver architectural, engineering, planning, surveying/mapping, geotechnical, CEI, program controls, and related services for City projects, with ordering by Purchase Order (PO).

2. Scope of Work

The Consultant may perform professional services within the following discipline groups.

Purchase Orders (POs) and supporting scopes of work will define the specific scope, deliverables, and staffing mix.

Facilities / Vertical A-E Services may include, but are not limited to:

• Site/building improvements

• Florida Building Code (FBC)/Americans with Disability Act (ADA) compliance

• Architecture

• Structural

• Mechanical, electrical, plumbing, and fire protection design (MEP/FP)

• Commissioning coordination

• Building envelope

• Specifications

• Cost estimating

• Building information modeling (BIM) and computer-aided design (CAD)

• Project management

Site / Civil Engineering & Mobility

Services may include, but are not limited to:

• Civil

• Transportation/traffic

• Condition inventories o Signals o Lighting o Signs o Pavement o Sidewalks o ADA

• Safety & operations

• Support lane/road closure and special event policies

• Context sensitive design

• Signals/intelligent transportation system (ITS)/advanced traffic management system

(ATMS)

o Signal & detection design o Timing/coordination o ITS devices o Comms o Signing/marking o Transportation Management Plan (TMP)/Maintenance of Traffic (MOT)

• Parking

• Multimodal

• Transportation Demand Management (TDM)

• Modeling/forecasting

• Project management

Design (Horizontal)

• Roadway/Drainage/Utilities o Geometrics o Stormwater (green/gray) o Water/wastewater/reuse o Utility coordination o Erosion/sediment control

• Structures and Coastal o Culverts o Minor structures o Shoreline protection (living shorelines, seawalls/revetments, breakwaters) o Piers/docks/marinas

Water / Environment / Resilience

• Stormwater o Stormwater facility inspections o Outfall and ditch/canal assessments o Life cycle and renewal planning

• Water/wastewater

• Supervisory control and data acquisition (SCADA)/ Instrumentation and Controls (I&C)

• Environmental science & permitting

• Hydrology/hydraulics

• Hazardous materials

• Infrastructure vulnerability assessments

• Resilient utility and drainage design

• Adaptation planning and implementation

Coastal / Marine

• Living shorelines

• Seawalls/revetments

• Breakwaters

• Nourishment support

• Piers/marinas

• Coastal condition assessment & diving

• Climate adaptation for coastal assets

Survey / Geotechnical / Geographic Information Systems (GIS) & Data

• Professional Surveyor and Mapper (PSM) o Control, topographic, boundary/ROW, hydrographic, and as-builts o Record plats o UAS/LiDAR/mobile mapping o QA/QC per Rule 5J 17, F.A.C. and City/FDOT standards o Legal description prep/review

• Subsurface Utilities Engineering (SUE) o Utility records/conflict matrices o ASCE 38 QL D/C/B designating and QL A locates o Test hole logs, survey ties o Utility coordination and relocation support

• Geotechnical & construction materials testing (CMT)

• Drilling & lab

• GIS/data science o ESRI geodatabases o Asset schemas o Computerized Maintenance Management System (CMMS)/ Enterprise Asset

Management (EAM) integrations o Mobile GIS o Dashboards and open data o Address/facility mapping o Interactive maps o Automation

• Data governance/metadata

• Cybersecurity coordination

Planning & Urban Design

Services may include, but are not limited to:

• Comprehensive planning

• Corridor planning

• Transportation Master Plan

• Transit planning

• Development review and permitting support o Development Review Committee (DRC) participation o Concurrency/access management o Right-of-Way (ROW) use/driveway permits o Multi agency permitting (City/County/FDEP/SWFWMD/USACE), mitigation, and compliance monitoring o Electronic plan intake/Quality Control (QC) o Document control

• Zoning

• Urban planning and design

• Historic preservation

• Public engagement o Facilitation o Outreach strategy o Event logistics o Accessible materials o Limited English Proficiency (LEP) accommodations o Surveys/comment logs o Web/social content o Media kits o Legal/display ads

• Project development and environmental review (PD&E)

• Visualizations, renderings, and modeling o 3D models, renderings, animations, simulations, and interactive web content o 3D printing as appropriate o Presentation materials for public meetings, Commission briefings, and permitting agencies

• Incorporating adaptation measures into community and capital projects

Program / Construction Engineering and Inspection (CEI) & Controls

• Program & project management

• CEI - resident engineering & inspection o CTQP/IMSA qualified personnel o Diaries, pay estimates, materials verification, DBE/SBE tracking o RFI/submittal/shop drawing processing o Change order & claims analysis

• Schedulers

• Estimators

• Claims/support

• Constructability/bid ability reviews

• Special provisions/specs

• Schedule and estimate reviews

• Temporary Traffic Control design and/or reviews

• Work zone safety

• Substantial completion/closeout

• As built verification

Building Department & Floodplain / Permitting Support

• Plan review, inspections, floodplain management

• Project management

• Resilient building standards, energy performance and backup systems

• Hazard mitigation

Procurement & Contracting Support

• Develop scopes, independent cost estimates, schedules, and procurement support services

(excluding participation in evaluation, ranking, or negotiation of contracts under which the Consultant is a proposer)

• Prepare solicitations (ITB/ITN/RFP/DB), addenda, evaluation tools

• Facilitate industry forums, pre-proposal meetings, ATCs (if applicable), page turns, Q&A, and debriefs

• Support PO amendments, staff hour negotiations, and price reasonableness determinations

• Maintain compliant procurement files (and 2 CFR 200 when federally funded)

Right-of-Way (ROW) Support

• Acquisition/relocation under the Uniform Relocation Act

• Title research

• Legal descriptions

• Parcel sketches

• Cost to cure

• Property management/disposition support

• Expert testimony/exhibits as requested.

Grants, Funding & Program Controls

Services may include, but are not limited to:

• Program management

• Cost/schedule controls

• Risk registers

• Value engineering facilitation

• Federal/state grant compliance (2 CFR 200; Build America, Buy America; Davis Bacon if applicable) reimbursement packages and audit readiness

• Grant writing

• Grant coordination

• Grant support

• Grants and discretionary funding applications (FDEP Resilient Florida, FEMA

PA/HMGP/BRIC, FDOT, EDA, etc.)

• Quarterly and regular required reporting

Emergency & Disaster Support

• All hazards and disaster planning

• All hazards response/recovery

• Rapid assessments

• Emergency design/Temporary Traffic Control (MOT)

• Damage assessment surveys

• Temporary works

• Federal Emergency Management Agency (FEMA) Public Assistance (PA) 406/428 and

Hazard Mitigation Grant Program (HMGP)/Building Resilient Infrastructure and Communities (BRIC) support o Formulation o Environmental Historic Preservation (EHP)/permitting o Cost estimating o Documentation o Closeout

Fleet Services

• Fleet Services Technician III and Fleet Services Master Technician o Automotive Service Excellence (ASE) Certifications o Inspect, diagnose and repair mechanical problems, issues and/or defects for light-duty (General Motors) vehicles and heavy-duty vehicles

3. Provisions for Work (Standards)

All work shall conform to current City standards and, as applicable, the following (latest adopted versions unless a PO and supplementary scope of work specify otherwise):

• City of Sarasota 2024 Engineering Design Criteria Manual

• City branding and accessibility guidelines

• City of Sarasota Code

• Florida Building Code

• FDOT Design Manual

• Florida Greenbook

• MUTCD and Standard Highway Signs

• ADA/ADAAG

Submittals & Records. The supplementary scope of work for POs will specify submittals, deliverables, and acceptance criteria. Consultant shall maintain project files suitable for public records and audit.

All instruments of service produced under a PO are the property of the City (subject to Consultant’s standard limitation on third party re use).

4. Key Requirements (All Purchase Orders)

• Licensure & Responsible Charge in accordance with Florida Board rules.

• Public Records (§119.0701, F.S.) and E Verify (§448.095, F.S.) compliance.

• Conflicts of Interest (Ch. 112, F.S.); separation of design vs. review/inspection roles where required (e.g., §468.617, F.S.).

• Federal/State Grant Flow downs (e.g., 2 CFR 200) when applicable.

• Digital Deliverables & Cybersecurity.

• Nondiscrimination & Accessibility compliance (ADA/Title VI/DBE where applicable).

• ADA Title II & WCAG 2.1 AA for public-facing digital content and communications.

• 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.

5. Project Administration Quality Assurance/Quality Control: The CONSULTANT shall be responsible for ensuring that all work products conform to City standards and criteria. This shall be accomplished through an internal quality control process performed by the CONSULTANT.

Project Schedule: To be provided by CONSULTANT once contract has been executed for every project (schedule will be updated and maintained throughout each project). The CONSULTANT will prepare and submit a detailed project schedule identifying major tasks, their durations, and task 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 the purchase order. Any changes to the schedule necessitated by circumstances outside the CONSULTANT’S control will be coordinated with CITY staff.

Progress Reporting and Invoicing: The CONSULTANT shall meet with the CITY, at a minimum, monthly 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 each invoice, progress report, and project schedule. All invoices will be originally signed. Judgement on whether deliverables of sufficient quality and quantity have been accomplished will be made by the CITY's Project Manager in accordance with the acceptance criteria established in the supplementary scope of work.

Budget: These Purchase Orders will be deliverable-based, lump sum.

6. Work Assignments

As needed, the CITY shall select a CONSULTANT from the list of CONSULTANTS on a rotation and request a proposed Scope of Services to be submitted for consideration to the CITY.

Unless otherwise directed by the CITY, the proposed Scope of Services shall utilize a CITY approved format. The proposed Scope of Services shall be submitted to the CITY for review and comment within ten (10) CITY business days of the CONSULTANT’S receipt of the CITY’s request.

The CONSULTANT shall provide a project schedule that represents the timeframe for the completion of the project by task. The schedule shall provide time in calendar days for the completion of each task by the CONSULTANT from the Notice to Proceed. The Notice to Proceed shall be the date on which the approved PO is first received in writing by the CONSULTANT regardless of method of delivery utilized by the CITY. The time from start to completion of each task shall include fifteen (15) calendar days for review by the CITY and its transmittal of written comments to the CONSULTANT.

In the event that the CITY and the selected CONSULTANT cannot reach agreement as to the proposed Scope of Services, the CITY may elect to terminate discussions with the CONSULTANT and request a new Scope of Services proposal from the next CONSULTANT on the rotation.

Beginning with the initial approved Work Assignment, the CONSULTANT shall be required to attend monthly briefing meetings with the CITY and submit spreadsheets in a CITY approved format regarding the status of all Work Assignments with City Departments.

The CONSULTANT shall provide supporting documentation with each pay request to the CITY.

Such documentation shall include the names of involved employees by position, hours spent on each task by said employee, a brief description of what was accomplished during the invoice period, and a forecast of what is anticipated to be completed during the next invoice period.