262821CG_Solicitation_Documents.pdf

REQUEST FOR PROFESSIONAL SERVICES (“RPS”) – PART I

RPS Part I Rev. 02/10/25 Page 1 of 6

RPS #: 262821CG

RPS TITLE: CEI Services for Phillippi Creek Dredge Project, Phase 2

PURPOSE

In accordance with Section 287.055, Florida Statutes, Sarasota County, a political subdivision of the State of Florida, will receive proposals on the date indicated in OpenGov Procurement (OpenGov), the County’s electronic procurement portal for the purpose of selecting a qualified Proposer to provide Construction Engineering and Inspection (CEI) services, which include contract administration and oversight, as well as material sampling and testing during the construction of the Phillippi Creek Dredge Project – Phase II (Project).

Proposers are required to comply with Part II, Scope of Services and Attachment A – Grant Funded Procurement Terms and Conditions.

OpenGov is located at https://procurement.opengov.com/portal/scgov

PROPOSER

2.1 For the purposes of this RPS, the term “Proposer” is defined as the legal entity submitting a proposal.

2.2 Proposers intending to submit a bid as a joint venture with another company must provide documentation attesting to the formation of that joint venture with their submittal. For purposes of this solicitation, all vendors who make up the joint venture will be considered together as the Proposer.

QUALIFICATIONS

3.1 The Proposer must be a business organization registered with the Florida Department of Business & Professional Regulation (DBPR) to provide Engineering Services in the State of Florida at the time of submittal.

3.2 At least one key personnel listed in the Proposal must be a registered Professional Engineer licensed by the Florida Board of Professional Engineers at the time of submittal.

3.3 Proposals should demonstrate experience providing engineering and inspection services in earthwork, dredging, and bathymetric surveying.

3.4 Preferred Qualifications

3.4.1 Key personnel possess experience with grant compliance, permit closeout, and oversight of operations.

3.4.2 At least one Key Personnel listed in the Proposal possesses experience in construction and creek dredging.

RPS Part I Rev. 02/10/25 Page 2 of 6

3.4.3 Proposed key personnel as a team have current Florida

Department of Transportation (FDOT) Construction Training Qualification Program (CTQP) certifications, and additional certifications as follows (all certifications must be active at the time of submittal):

a. MOT Advanced

b. CTQP Earthwork Construction Inspection Level I and II

c. CTQP Quality Control Manager

d. CTQP Final Estimates I and II

e. Florida Department of Environmental Protection (FDEP) Florida Stormwater, Erosion, and Sedimentation Control Training and Certification Program for Inspector and Contractors

MEETINGS & SCHEDULE

An anticipated schedule is provided in the Timeline posted in OpenGov. All meetings will take place at the time, date, and location specified in the solicitation Timeline. Short-listed Proposers should be prepared to attend presentations and/or interviews either in Sarasota, Florida or virtually, at the County’s discretion.

SUBMITTAL INSTRUCTIONS

Refer to the Submittal Instructions section in OpenGov for instructions on how to submit a proposal. Proposers are advised to review the General Terms and Conditions of Solicitations which are available in OpenGov.

VENDOR QUESTIONNAIRE

6.1 All proposers must complete the required forms and information included in the Vendor Questionnaire section of OpenGov. Completed forms and other requested documents must be uploaded with proposer’s submittal in OpenGov. Proposers who fail to complete and upload required forms and documents or fail to provide responses to questions in the Vendor Questionnaire section of OpenGov may be found non-responsive.

6.2 Grant Documents

6.2.1 This project includes CDBG-DR grant funding. All applicable grant documents will be included in OpenGov. Grant

RPS Part I Rev. 02/10/25 Page 3 of 6 documents that require Proposer’s signature will be available in the Vendor Questionnaire section.

WRITTEN PROPOSALS

The information requested in each section below will be used by the evaluation committee to evaluate and score written proposals. All proposal documents must be submitted in the Vendor Questionnaire section in OpenGov in the format requested.

7.1 Ability of Professional Personnel

7.1.1 Single page letter of interest summarizing Proposer’s

qualifications.

7.1.2 Required and preferred licenses and certifications.

7.1.3 Resumes of key personnel, including subconsultants, demonstrating individual qualifications and experience.

7.2 Proposer’s Past Performance & Experience

7.2.1 Complete the Summary of Professional Experience &

Capabilities Form in the Vendor Questionnaire section of OpenGov). Projects submitted should demonstrate the experience of the Proposer, subcontractor(s), and current team members who may have worked for other firms on similar projects and provide detailed information regarding the Proposer’s capabilities, project management techniques, and project controls.

7.3 Approach

7.3.1 Project Approach – Provide a detailed project approach that includes, but is not limited to the following:

a. Project management techniques, controls, program and technologies to be employed to meet project schedule and budget requirements.

b. Assignment of personnel to provide the most efficient service.

c. Where elements of the work will be performed, and who in the organizational chart will oversee performance of the work to provide the most efficient services.

d. Anticipated impacts of the Proposer’s current and projected workload on the project.

RPS Part I Rev. 02/10/25 Page 4 of 6

e. Detailed information explaining how location of the firm, key personnel and sub-contractors will affect project, including how impact of any physical distance will be mitigated through the use of technology, processes or other means.

7.3.2 Workload

Complete the Current & Projected Workload Form (in the Vendor Questionnaire section of OpenGov) to identify active and awarded projects.

7.3.3 Organization

a. Provide an organizational chart delineating personnel assigned to the project (including subconsultants).

b. Provide an organizational chart showing the corporate management structure of the Proposer.

7.3.4 Schedule/Timeline

Provide a graphical representation of the proposed project schedule/timeline indicating major milestones and deliverables.

SELECTION PROCESS

8.1 Written Proposals

8.1.1 All timely responses meeting the criteria set forth in this RPS will be considered by the County.

8.1.2 Written proposals will be evaluated and scored by the

Professional Services Review Committee (PSRC) using the evaluation criteria in the Evaluation Criteria section of OpenGov.

8.1.3 When evaluating written proposals, the PSRC will use the scale below to score each criterion. Only whole numbers are to be used when scoring. Scores will be given weight as indicated in the evaluation criteria in OpenGov.

Score Description

5 Excellent

4 Very Good

RPS Part I Rev. 02/10/25 Page 5 of 6

3 Good

2 Satisfactory

1 Unsatisfactory

0 N/A

8.2 Presentations

The PSRC will conduct discussions with, and may require public presentations by, no fewer than the three (3) highest scoring Proposer

8.3 Ranking

Following discussions or presentations, the PSRC will rank the short-listed Proposers. When ranking short-listed Proposers, the PSRC will consider information contained in the written proposals, clarifications (if any), and information provided during discussions or presentations.

Ranking shall be determined without regard to the score established as a result of the evaluation of written proposals.

8.4 Recommendation of Award

The Proposer ranked first by the PSRC will be recommended for award.

AWARD

9.1 It is the intent of the County to award a contract to the Proposer who, in the sole opinion of the County, is most qualified to perform the scope of services required.

9.2 In the event of a tie the tie-breaking procedures identified in the Sarasota County Procurement Manual will apply.

9.3 Local preference as defined in the Procurement Code section 2-215 is not applicable to this solicitation.

9.4 Contract

A draft of the contract that the successful Proposer(s) will be expected to sign (a CCNA Specific Project Agreement) is posted on the Procurement website, shown below. The County may, in its sole discretion, select a different contract type or make revisions to the one referenced above following the recommended award of this solicitation.

https://www.scgov.net/government/procurement/contract-templates

CONFLICT OF INTEREST

RPS Part I Rev. 02/10/25 Page 6 of 6

10.1 Any Proposer who has drafted any portion of a scope of work or specifications for a project, or any entity which provides material assistance to such Proposer in such work, shall be ineligible to compete for the contract for design or construction of that project.

10.2 Selected Proposers, either directly or through an affiliate, may not have a business relationship with any entity to perform work related to a work assignment issued under any resulting contract

CHANGES IN PROJECT TEAM

11.1 A change in the project team of a Proposer after the submission of a proposal could result in reconsideration of the scoring of applicable evaluation criteria, at the sole discretion of the County.

11.2 Any changes in the Proposer’s Key Personnel must be brought to the attention of Procurement as soon as possible after the change is made.

The changes, the reasons for the changes, and resumes for the individuals being substituted for an original project team member, must be submitted to the Procurement Analyst identified in the Solicitation Summary prior to the scheduled evaluation committee meeting.

11.3 Decreases in scoring may result from the reconsideration of changes in the project team of a Proposer. No increases in scoring will result from the reconsideration of changes in the project team of a Proposer.

11.4 After recommendation of award, the successful Proposer shall not be allowed to substitute project team members named in this proposal without the prior written permission of the County. Substitution may, in the sole opinion of the County, be grounds for cancellation of a recommended award, or termination of agreement.

REUSE OF EXISTING PLANS

12.1 The plans on this project are subject to reuse in accordance with Section

287.055 (10), Florida Statutes.

PART II

SCOPE OF SERVICES

1. Description of Project

The County is seeking Construction Engineering and Inspection (CEI) services for Phillippi Creek Dredging Project, Phase 2, Construction Project. The scope includes inspection of dredging operations, verification of staging site setup, and inspection of disposal sites. CEI responsibilities also include reviewing survey data, as-built drawings, and certifying the project for permit closeout.

This project is funded in whole or in part by U.S Housing and Urban Development (HUD) Community Development Block Grant Disaster Recovery (CDBG-DR), and the CEI firm must ensure contractor compliance with the Davis-Bacon Act and all applicable grant requirements.

2. Scope of Services

Consultant shall provide CEI services which may include, but are not limited to:

A. Project Oversight and Management:

i. Provide inspection services and services deemed necessary for the successful completion and closure of the work performed by the contractor and its subcontractors on the County construction contract.

ii. Provide the required level of surveillance of contractor activities and work to determine the progress and quality of work.

iii. Identify discrepancies and note any significant omissions, substitutions, defects, or deficiencies in the work of the contractor.

Inform and consult with the County on the best course of action to resolve such omissions, substitutions, defects, or deficiencies. Direct and monitor the contractor to resolve the corrective actions.

Document and report all details of each corrective action and its associated resolution to the County.

iv. Maintain complete accurate records of all activities and events relating to the project and properly document all project changes.

v. Maintain complete accurate records of the contractor's daily operations and of significant events that affect the work of activities both on-site and off-site.

vi. Attend all project meetings and provide support to Project Manager.

vii. Interpret plans, specifications, and all provisions for the contract(s) associated with this project.

viii. Inspect materials entering and exiting the work site/staging area/ disposal site.

ix. Review all submittals for the project.

x. Review Requests for Information (RFI) or Requests for Modification

(RFM).

xi. Support Project Managers with Claim Analysis and extra work cost-estimations.

xii. Review baseline project schedule.

xiii. Review monthly project schedule update.

xiv. Perform verification of contractor’s monthly pay estimates, resolve any disputed quantities, and provide final concurrence.

xv. Support coordination with utility companies, and adjacent property owners.

xvi. Prepare one Daily Report of Construction for each inspector(s) assigned to the project, for every calendar day of the project.

xvii. Provide drone services for aerial photography monthly or for each monthly cut-off.

xviii. Review Davis-Bacon compliance and other Grant requirements.

xix. Perform bathymetric surveys as directed by the county as needed.

xx. Verification of the survey benchmarks and baseline as needed.

B. On-site Inspection:

i. Monitor and inspect contractor’s work zone traffic control plan and review modifications to the work zone traffic control plan, including alternate work zone traffic control plan, in accordance with the County’s procedures. Consultant employees performing such services shall be qualified in accordance with the Florida Department of Transportation’s (FDOT) procedures.

ii. Verify post dredge cross section meets the design template.

iii. Inspect Best Management Practices and methodology to ensure compliance with permit requirements.

iv. Evaluate contractors’ overall performance, advancement, and rate of progress.

v. Verify contractor’s submittal of their turbidity monitoring reports and notify contractor/project manager of any failures and discrepancies.

C. Off-site Inspection:

i. Monitor contractor's construction activities at disposal site as directed and inspect materials being delivered.

ii. Inspect Best Management Practices and methodology to ensure compliance with permit requirements.

D. Sampling and Testing:

i. Perform sampling and testing of the material as directed by the County.

ii. The County may monitor the effectiveness of Consultant's testing procedures through observation and independent assurance testing.

E. Certifications

i. The Proposer must maintain the certifications they submit in their proposal among its team for the life of the resulting contract.

iii. Consultant’s staff preparing the Certified Final Estimate shall be Construction Training qualifications Program’s Final Estimates Level II certified.

F. Close-out

i. Submit project documents electronically into the County’s Project Management Information System and file in accordance with County procedures and Consultant’s approved Quality Assurance (QA) Plan.

ii. Project documents shall be uploaded on a continuous, real-time basis and shall be completed within 15 calendar days of Final Acceptance of the construction contract. Examples of closeout documents are as-builts, project photographs, field books, National Pollution Discharge Elimination System Inspections, Earthwork Density Logs, permit close-outs, and general correspondence.

iii. CEI will certify final as-built plan sets provided by the contractors licensed surveyor for permit closeout.

iv. Provide support in close-out for all necessary permits, verify restoration of all staging sites, and management sites against original documentation.

3. HUD Labor Standards Compliance

The Consultant shall provide labor standards administration services in compliance with the Davis-Bacon and Related Acts (DBRA), Section 109 of the Housing and Community Development Act of 1974, 24 CFR Part 5, HUD Handbook 1344.1, and all applicable Federal Register Notices governing the use of CDBG-DR funds, currently Federal Register 90 FR 1754, 90 FR 4759, HUD Memorandum 25-02, Memorandum 25-03.

A. The Consultant shall be responsible for administering, monitoring, and documenting labor standards compliance activities on behalf of the County for CDBG-DR funded construction contracts associated with this Project.

B. Labor standards administration services shall include, at a minimum:

i. Verification and posting of the correct Department of Labor wage decision(s), including any modifications.

ii. Review, tracking, and verification of weekly certified payrolls for contractors and subcontractors.

iii. Verification of worker classifications, wage rates, fringe benefits, and deductions.

iv. Review of apprentice and trainee documentation, registrations, and ratio compliance.

v. Conduct of employee interviews in accordance with HUD labor standards guidance.

vi. Identification, documentation, and reporting of labor standards violations.

vii. Coordination with the County’s designated Davis Bacon Compliance Specialist regarding findings, restitution, and corrective actions.

viii. Labor standards records shall be maintained in accordance with HUD and CDBG-DR record retention requirements and shall be made available to the County, HUD, and the Office of Inspector General upon request.

ix. Preparation of labor standards documentation and reports required for HUD monitoring, including weekly certified payroll reports, audits, or closeout.

C. The Consultant shall not make final determinations regarding labor standards violations, restitution amounts, or enforcement actions unless expressly authorized in writing by the County. Final authority for labor standards enforcement shall remain with the County.

PART III – INSURANCE REQUIREMENTS

Insurance Template 1 Revised 05/13/16 Page 1 of 2

CONTRACTOR’S INSURANCE

Contractor shall, on a primary basis and at its sole expense, maintain in full force and effect, at all times during the life of this Contract, insurance coverage (including endorsements) and limits as described herein. These requirements, as well as the County’s review or acceptance of insurance maintained by Contractor, are not intended to and shall not in any manner limit or qualify the liabilities or obligations assumed by Contractor under this Contract.

Insurance requirements itemized in this Contract and required of the Contractor shall extend to all subcontractors to cover their operations performed under this Contract.

The Contractor shall be responsible for any modifications, deviations, or omissions in these insurance requirements as they apply to subcontractors.

Insurance carriers providing coverage required herein must be licensed to conduct business in the State of Florida and must possess a current A.M. Best’s Financial Strength Rating of A- Class VII or better.

Each insurance policy required by this Contract shall apply separately to each insured against whom claim is made and suit is brought, except with respect to limits of the insurer’s liability.

The Contractor shall be solely responsible for payment of all premiums for insurance contributing to the satisfaction of this Contract and shall be solely responsible for the payment of all deductibles and retentions to which such policies are subject.

Contractor shall furnish Certificates of Insurance to the County Administrative Agent evidencing the types and amounts of coverage, including endorsements, required by this Contract prior to commencement of work and prior to expiration of the insurance contract, when applicable. Such Certificate(s) of Insurance shall, to the extent allowable by the insurer, include a minimum thirty (30) day notice of cancellation (10 days for non-payment of premium) or non-renewal of coverage. Notwithstanding these notification requirements, the Contractor will be required to provide County with 5-day prior written notice of any policy cancellation or non-renewal.

The County reserves the right to review, modify, reject, or accept any required policies of insurance, including limits, coverage, or endorsements, herein from time to time throughout the term of this Contract. County reserves the right, but not the obligation, to review and reject any insurer providing coverage due to its poor financial condition or failure to operate legally.

A. WORKERS’ COMPENSATION: Contractor agrees to maintain Workers’ Compensation insurance in accordance with Florida Statutes, Chapter 440.

Employers Liability to be included with a minimum limit of $500,000.00 per accident/per disease/per employee. If work is to be performed over or adjacent to navigable water and involves maritime exposure, applicable LHWCA, Jones Act, or other maritime law coverage shall be included.

PART III – INSURANCE REQUIREMENTS

Insurance Template 1 Revised 05/13/16 Page 2 of 2

In the event the Contractor has “leased” employees, the Contractor or the employee leasing company must provide evidence of a Workers’ Compensation policy for all personnel on the worksite.

Contractors who are exempt from Florida’s Workers’ Compensation law must provide proof of such exemption issued by the Florida Department of Financial Services, Bureau of Workers’ Compensation.

B. COMMERCIAL GENERAL LIABILITY: Contractor agrees to maintain Commercial General Liability per ISO form CG0001 or its equivalent, including but not limited to coverage for premises and operations, personal injury, products & completed operations, liability assumed under an insured contract, and independent contractors with limits of not less than $1,000,000.00 each occurrence, $2,000,000.00 aggregate covering all work performed under this Contract. Contractor agrees to endorse Sarasota County Government as an additional insured on the Commercial General Liability coverage.

C. BUSINESS AUTOMOBILE LIABILITY: Contractor agrees to maintain Business Automobile Liability with limits not less than $1,000,000.00 combined single limit for each accident covering all Owned, Non-Owned & Hired automobiles used in the performance of this Contract. In the event Contractor does not own automobiles, Contractor agrees to maintain coverage for Hired & Non-Owned Auto Liability, which may be satisfied by way of endorsement to the Commercial General Liability policy or separate Business Auto Liability policy.

If the Contractor is shipping a product via common carrier, the contractor shall be responsible for any loss or damage sustained in delivery/transit.

SPECIALIZED REQUIREMENTS (LIABILITY EXPOSURES)

A. PROFESSIONAL LIABILITY: Consultant shall maintain Professional Liability insurance, or equivalent Errors & Omissions Liability insurance, with limits not less than $1,000,000 per claim/occurrence and in the aggregate for professional services rendered under this Contract. If coverage is written on a claims-made basis: a. Any retroactive date shall precede the effective date of this Contract;

b. Consultant shall provide certificates of insurance evidencing the required coverage for a period of two years after final payment under this Contract is made, or provide evidence showing Consultant has obtained a two year extended reporting period endorsement.