3-Exhibit A - Scope of Services.pdf

DOT-RFP-25-4004-SP

EXHIBIT A – SCOPE OF SERVICES

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State of Florida Department of Transportation

EXHIBIT A - SCOPE OF SERVICES

DISTRICTWIDE IMPLEMENTATION & MAINTENANCE OF NATIONAL

POLLUTANT DISCHARGE ELIMINATION SYSTEM (NPDES) PERMITS

FOR FLORIDA DEPARTMENT OF TRANSPORTATION - DISTRICT FOUR

FINANCIAL PROJECT NUMBER: 404336-3-72-01 & Various http://www.fdot.gov/

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I. PURPOSE:

Florida Department of Transportation District Four (DEPARTMENT) desires the services of a VENDOR to assist the District National Pollutant Discharge Elimination System (NPDES) Municipal Separate Storm Sewer System (MS4) Program, in conducting required inspections, monitoring, reporting, inventory tracking, and assessment of DEPARTMENT –owned facilities, in accordance with 40 CFR 122.26 and the NPDES- MS4 Permit applications (PERMIT). The analyses and recommendations obtained by the VENDOR will provide valuable input into the development of and compliance with NPDES-MS4 mandated programs as they apply to the DEPARTMENT. In addition, a comprehensive stormwater management facilities inventory map, maintenance schedule, and inspection activity will provide the DEPARTMENT with a management tool for operating and maintaining the DEPARTMENT’S stormwater system and identifying sources of non-stormwater effluent encountered in it (MS4).

II. ITEMS TO BE FURNISHED BY THE DEPARTMENT:

A. The DEPARTMENT will furnish a Letter of Authorization for each assignment.

These documents may be provided in either paper or electronic format.

B. Provide all criteria and full information as to the DEPARTMENT’S requirements A-2 of 13 for VENDOR’S services including objectives, constraints, budgetary limitations, and time restraints.

C. The DEPARTMENT will furnish ACCESS TO all DEPARTMENT procedures, standards, and policies applicable to the services via the DEPARTMENT’S website.

D. The DEPARTMENT will furnish existing roadway plans, right of way maps, drawings specifications, reports, correspondence on file and other information prepared by and/or for the DEPARTMENT which are available and which the DEPARTMENT considers pertinent to VENDOR’S responsibilities as described herein.

E. The DEPARTMENT will furnish copies of all applicable permits.

III. ITEMS TO BE FURNISHED BY THE VENDOR:

A. Project Related Correspondence:

The VENDOR shall furnish copies of all written correspondence between the VENDOR and any party pertaining specifically to this project to the DEPARTMENT’S Project Manager for their records within one week of the receipt or mailing of said correspondence.

All requests for information should be made through the DEPARTMENT’S Project Manager. The DEPARTMENT’S Project Manager may, through discretion, direct the VENDOR to proceed on its own.

The VENDOR is responsible for recording and distributing the minutes of all meetings pertaining to this contract.

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B. Equipment required:

Provide all software and hardware necessary to efficiently and effectively carry out the responsibilities under this Agreement.

Equipment required shall include but not be limited to GPS equipment, scanner, personal computer, mobile device, and peripherals (CADD/GIS), and GIS Software.

VENDOR shall have sufficient computer hardware and software to link to the DEPARTMENT’S GIS database (via VPN). VENDOR is responsible for VPN connection and charges.

C. Vehicles:

The VENDOR shall use their own vehicle to perform inspections.

Personnel:

General Requirements:

The VENDOR’S work shall be performed and /or directed by the personnel identified in the VENDOR’S fee proposal. Any changes in the indicated personnel shall be subject to review and approval by the DEPARTMENT.

Provide competent personnel qualified by experience and education. Project staff must possess the necessary qualifications/ certifications for fulfilling the duties of the position they hold.

The DEPARTMENT will not compensate overtime for any positions. All hours worked will be paid at the bid unit rates in “Exhibit C.”

Personnel Qualification:

The following defines the minimum qualifications:

PROJECT MANAGER: Minimum Bachelor of Science or Engineering and 15+ years of experience managing FDOT contracts, to include experience managing multi-delivery order contracts, including at least 15 years of experience with National Pollutant Discharge Elimination System (NPDES) permits. As the Project Manager will provide quality assurance/ quality control of numerous projects, leadership on water quality issues, and technical support for the implementation and coordination of the NPDES MS4 permit for Phase I and Phase II, as well as the Total Maximum Daily Load program representing the DEPARTMENT at the Basin Management Action Plan (BMAP) meetings, calculating pollutant loads and load reductions in support of BMAPs, Reasonable Assurance Plans, and other studies. Qualifications include the ability to communicate effectively in English (verbally and in writing); review policies, methods, practices and procedures. Also, must have the following:

Skilled in reading and interpreting plans, manuals and permits.

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Skilled in evaluating complex regulatory requirements and establish strategies to maintain compliance.

Skilled in negotiating with governmental agencies regarding cost-effective solutions.

Ability to plan, organize and coordinate work assignments of subordinates and ensure proper completion of work assignments to meet deadlines.

Ability to solve problems and implement solutions that minimize environmental, financial, and regulatory risks.

Ability to develop effective office or field work procedures and to develop training programs.

Knowledge of Federal and State water quality and rules and regulations.

Experience working with multiple municipalities and agencies.

Thorough understanding of the NPDES MS4 permit, especially as it relates to

FDOT.

Demonstrated ability to cost-effectively implement NPDES MS4 permit and integrate new regulatory requirements.

GIS experience.

Understanding of systems and permits.

Certifications:

Florida Department of Environmental Protection Agency (FDEP) qualified Management Inspector.

ENVIRONMENTAL SPECIALIST: Minimum Bachelor of Sciences or Engineering with environmental consulting experience, including more than 5 years of experience with NPDES permits implementation and coordination. Position will be required to track and review changes in local, state, and federal regulations affecting the permit, water quality and management; managing GIS database;

managing NPDES Inspections; identify, evaluate and coordinate mobility needs related to NPDES Inspections; perform annual Illicit Discharge Detection and Elimination (IDDE) training and Total Maximum Daily Load (TMDL) and Basin Management Action Plan (BMAP) coordination. Qualifications include the ability to communicate effectively in English (verbally and in writing). Also, must have the following:

Experience managing NPDES assets inspections.

Thorough understanding of the NPDES MS4 permit, especially as it relates to

FDOT.

Experience inspecting and understanding drainage system, especially FDOT’s system.

Experience conducting NPDES MS4 permit required training.

Ability to analyze and interpret data to solve technical problems.

Knowledge of Federal and State water quality and rules and regulations.

Skilled in making formal, oral presentations to groups.

Arc Map GIS skills.

Certifications:

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FDEP qualified Management Inspector.

SENIOR SCIENTIST: Minimum Bachelor of Science or Engineering with environmental consulting experience, including at least 5 years of experience with NPDES permits implementation. Position will be required to provide technical support to the DEPARTMENT by compiling information for and preparing Annual Reports and Bacteria Pollution Control Plans to FDEP; Advance database skills including data creation, management, query and reporting functions; maintain storm drain facility asset inventory to comply with NPDES permits requirements;

develop GIS files of treatment facilities; attend BMAP meetings. Also, must have the following:

Experience with NPDES MS4 permits, especially as relates to FDOT.

Excellent GIS production and analysis, and geodatabase skills.

Experience inspecting and understanding FDOT drainage systems.

Knowledge of conducting monitoring in accordance with Federal and State guidelines and be familiar with State and Federal regulations regarding these activities.

Knowledge of Federal and State water quality and rules and regulations.

Certifications:

FDEP qualified Management Inspector.

SCIENTIST: Minimum Bachelor of Science or Engineering with 4 plus years of experience in environmental consulting. Must be able to conduct field inspections and investigations, prepare presentations and conduct training, prepare reports using industry-standard software applications such as Microsoft and GIS, and have knowledge of permit regulations.

Certifications:

FDEP qualified Management Inspector.

SENIOR INSPECTOR: Minimum Bachelor of Science or Engineering with 4 plus years of experience in environmental consulting. Must be able to lead inspections and investigations, prepare inspection schedules, prepare reports using industry-standard software applications such as Microsoft and GIS, and have knowledge of permit regulations.

Certifications:

FDEP qualified Management Inspector.

INSPECTOR: Minimum Bachelor of Science or Engineering with 1- 4 years of experience in environmental consulting. Must be able to conduct field inspections and investigations and prepare reports using industry-standard software

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applications such as Microsoft and GIS.

Certifications:

FDEP qualified Management Inspector.

GIS SPECIALIST: Minimum of a Bachelor’s degree in a related field and 4 years of experience in GIS map production and/ or database management. Must have working knowledge of GIS technical skills and a general knowledge of drainage system layouts.

CLERICAL: High School Diploma or equivalent plus minimum 2 years’ experience in clerical work.

CHIEF SCIENTIST: Bachelor of Science or Engineering and 20 plus years of experience with NPDES Permits, GIS, or related experience.

D. Project Presentation and Meetings:

The VENDOR and staff are required to attend all relevant meetings or make presentations at the request of the DEPARTMENT’S Project Manager. The VENDOR may be called upon to provide maps, materials, audio-visual displays and similar material for such presentations or meetings.

The VENDOR is responsible for recording and distributing the minutes of all meetings pertaining to this project to the Project Manager.

E. Subcontracting:

Should the VENDOR require the services of a specialist for specialty work, the VENDOR is authorized to subcontract these services under the provisions of the Standard VENDOR Agreement. Firms selected for subcontractors must be approved in writing and qualified by the DEPARTMENT prior to the VENDOR authorizing any such work. The VENDOR shall be fully responsible for the satisfactory performance (as defined by the DEPARTMENT) of all subcontracted work. The VENDOR will be responsible for coordination with all approved subcontractors.

Unit Items necessary for assigned work activities not listed in Exhibit “C” – Price Proposal, are considered Non-Rate Unit Items and shall be paid at cost incurred upon approval and acceptance from the FDOT Project Manager (PM). To establish the cost, the VENDOR must obtain three (3) quotes, if possible, and use the lowest quote for any Non-Rate Unit Item cost. The VENDOR shall be asked to submit the quotes in writing to the FDOT PM for approval prior to the issuance of the LOA.

F. Office Space:

The Vendor is responsible for obtaining and covering all expenses related to their own office facilities.

The Department shall have no office space available for the Vendor.

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G. Maintenance of Traffic (MOT):

Maintenance of Traffic (MOT) services may be utilized for inspections.

List the name of the organization providing MOT and ensure MOT certificates are provided to the DEPARTMENT. Each LOA shall include MOT items to be used for the services requested. Payment will be based upon actual MOT used up to the amount shown on the LOA

H. Quality Control:

Quality Control Plan:

Within 30 days after contract execution, the VENDOR shall furnish a Quality Control Assurance Plan. It shall be the responsibility of the Vendor to keep the plan current with the work requirements. The Plan shall include, but not be limited to the following areas:

Organization– A description of the VENDOR'S Quality Control organization and its functional relationship to the part of the organization performing the work under the contract. The authority, autonomy and responsibilities of the Quality Control organization shall be detailed as well as the names and qualifications of personnel in the quality control organization.

Quality Review – The VENDOR’S methods used to monitor and achieve compliance of the organization with the contract requirements for services and products detailed.

Quality Records – The types of records which will be generated and maintained by the VENDOR during the execution of the program shall be outlined.

Quality Control of Subcontractors and Vendors – The methods used by the VENDOR to control the quality of his subcontractors and vendors shall be detailed. The DEPARTMENT reserves the right to take action against any subcontractor that proves unsatisfactory in meeting the demands of the

PERMIT.

Quality Records:

The VENDOR shall maintain adequate records of the quality assurance actions performed by the organization (including subcontractors and vendors), in providing services and products under this contract. All records shall indicate the nature and number of observations made, the number and type of deficiencies found, and the corrective actions taken. These records shall be available to the DEPARTMENT, upon request, during the contract term. All records shall be kept at the primary job site. All records are subject to audit review.

IV. SERVICES TO BE PROVIDED

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A. Coordination with Co-permitees and Project Management:

The VENDOR will assist the DEPARTMENT in coordination with existing and future co-permittees located in District Four. Coordination support will include periodic meetings with co-permittees/ permittee staff to discuss cooperative permit activities, and support of the DEPARTMENT staff in preparation for NPDES meetings.

The VENDOR will also provide project management services for the period of the contract to the DEPARTMENT to coordinate tasks with the DEPARTMENT NPDES Coordinator.

B. Technical Support for negotiation of permit conditions:

The VENDOR will assist the DEPARTMENT in the negotiation of permit conditions.

C. Technical Support for Coordination Meetings and Presentations:

The VENDOR will assist the DEPARTMENT in the coordination of meetings and make presentations at the request of the DEPARTMENT. The VENDOR is responsible for recording and distributing the minutes of all meetings pertaining to this project to the DEPARTMENT.

D. Yard Inspections:

The VENDOR shall perform site visits in Broward, Palm Beach, and Treasure Coast Maintenance Yards. These will consist of reviewing the site conditions related to stormwater drainage and compliance with FDOT NPDES.

Broward Operation Center shall be inspected once per permit year.

Palm Beach Operation Center shall be inspected once per permit year.

Treasure Coast Operation Center shall be inspected once per permit year.

VENDOR shall prepare a report summarizing site conditions for Broward, Palm Beach and Treasure Coast Operation Center. This report shall be provided to the Project Manager.

E. System Inspections:

The VENDOR is required to conduct inspection of the storm sewer systems, facilities, field verification of drainage system features, locations, and individual elements of storm sewer systems as needed. This link provides an inventory of District 4 assets:

https://www.fdot.gov/maintenance/e-maint/-asset-management-systems.

Inspections shall be conducted in accordance with the DEPARTMENT’S NPDES MS4 PERMIT REQUIREMENTS and/or as shown below.

https://www.fdot.gov/maintenance/e-maint/-asset-management-systems

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Please note that a complete and comprehensive Inspection Report including deficiencies for systems inspected shall be submitted in a method approved by FDOT’ Project Manager after completion of the inspection, or as specified by the Project Manager, but no later than 7 calendars days after conclusion of inspection.

Broward County:

The VENDOR will develop and implement a work plan to conduct drainage facilities and outfall inspections in accordance with the Phase I NPDES MS4 Permit, and the DEPARTMENT’S most recent Statewide Management Plan (SSWMP).

Palm Beach County:

The VENDOR will develop and implement a work plan to conduct drainage facilities and outfall inspections in accordance with the Phase I NPDES-MS4 Permit, and the DEPARTMENT’S most recent Statewide Management Plan (SSWMP).

Treasure Coast:

The VENDOR will develop and implement a work plan to conduct drainage inspections of facilities and their related outfall in accordance with the Phase II NPDES MS4 Permit, and the DEPARTMENT’S most recent Statewide Management Plan (SSWMP).

Unless otherwise specified, Treasure Coast drainage facilities inspections are to be performed every 3 years.

Coordination with the DEPARTMENT’S Maintenance and FDOT’s staff will help consolidate and streamline a maintenance program that includes DEPARTMENT standards and the requirements of the Permit. Unless otherwise determined by the DEPARTMENT, inspections will be conducted specifically to satisfy requirements of the applicable Permit, and the DEPARTMENT’S Quality Assurance Inspections.

F. Support Tasks

For the support of the NPDES mandated programs the VENDOR may perform the following tasks including, but not limited to:

Task 1: Screening Task 2: Inventory Task 3: Mapping Task 4: Inspections for Illicit discharge Task 5: Reports Task 6: Research and monitoring support Task 7: Design Task 8: Work Recommendations Task 9: Computer Services Task 10: Unforeseeable Work Task 11: Impaired Water/ TMDL Task 12: Training Task 13: Coordination with Maintenance Task 14: Expert Witness Services

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TASK 1: SCREENING:

The VENDOR will conduct inspections and perform field screening on NPDES assets and include this data in the SAMS database. The screening will consist of field observations and plan set reviews recorded in the SAMS database. These field observations will be performed on mobile devices. The VENDOR will use information gathered to update the District 4 database and SAMS.

The VENDOR will coordinate with the lead permittee to assess, evaluate, and compile information from available sources for the development, maintenance, and update of a DEPARTMENT database and SAMS.

TASK 2: INVENTORY:

The VENDOR is required to inventory elements of the DEPARTMENT’S MS4. The VENDOR will assess, evaluate, coordinate, and update existing DEPARTMENT, county, and municipal information within the PERMIT area and incorporate this information into the DEPARTMENT’S GIS drainage database and SAMS.

Elements to be inventoried may include DEPARTMENT outfalls on or off the right of way, outfall size, type, age, condition, elevation, and upgrades, if any. The VENDOR will also inventory stormwater systems.

The VENDOR may be required to obtained additional land use information verification, details of test results, and confirmation of receiving water bodies listed within the Waters of the U.S. The VENDOR may also be required to supply information necessary to update the DEPARTMENT’S Roadway Characteristics Inventory (RCI), GIS drainage database, and SAMS.

TASK 3: MAPPING;

The VENDOR is required to produce maps electronically or by other cartographic methods displaying the location and elevation of certain inventory elements or survey results. The maps and information contained on them should interface with existing DEPARTMENT databases including Stormwater Asset Management System (SAMS), District 4 drainage database, electronic files, and when completed shall be the property of the DEPARTMENT.

The VENDOR is required to digitize so that GIS coverages of selected inventoried elements and functional characteristics may be displayed on screen or printed in full color. These may be used by the DEPARTMENT for presentations, work order clarity, and reporting. Digitized work must be available in real time to specified computer terminals in the DEPARTMENT offices.

TASK 4: INSPECTION FOR ILLICIT DISCHARGE:

The VENDOR will determine if another regulating agency currently has a certification process that controls high risk facilities connecting to state roads. In the event no process exists, the VENDOR will develop monitoring procedures and inspection schedules to begin performing inspections, and verification of locations where there are high risk facilities for illicit discharges to the DEPARTMENT’S right of way.

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The VENDOR will implement procedures to investigate, identify, and recommend actions to possibly terminate sources of illicit discharges, and notify the County, Florida Department of Environmental Protection (FDEP) and/or Environmental Protection Agency (EPA) of actions taken, as appropriate. Information and additional fields determined by the DEPARTMENT will be incorporated into the DEPARTMENT databases including the District 4 drainage database and SAMS.

The VENDOR will maintain a log of all inspections performed and the log information will be included in the Annual Report as appropriate, with logs provided to the DEPARTMENT for their records.

TASK 5: REPORTS:

The VENDOR is required to produce reports that satisfy the requirements of the applicable PERMIT. The VENDOR will coordinate with the DEPARTMENT’S PERMIT co-applicants to prepare a complete and timely Annual Reports as required by the permit each year through the execution of this contract.

A complete and comprehensive Inspection Report including deficiencies for all systems inspected shall be submitted to FDOT’ S Project Manager after completion of the inspection, or as specified by the Project Manager. The Inspection Report shall be completed in SAMS in its entirety for the appropriate inspection type.

All inspection information gathered is to be integrated into the DEPARTMENT GIS and SAMS database as appropriate. The VENDOR will also incorporate the inspection information into the Annual Report of the PERMIT as appropriate.

TASK 6: RESEARCH:

The VENDOR may be required to conduct research to determine the authority or right by which the DEPARTMENT occupies certain corridors for the conduction of its stormwater to Waters of the State. The VENDOR may be required to conduct research to meet other service requirements in this contract.

The VENDOR is required to produce digital photographs or digitally scan printed photographs of certain inventoried elements and associate the photographs appropriately in the Geographical Information System (GIS) DATABASE at the discretion of the

DEPARTMENT.

The DEPARTMENT may in the future undertake monitoring efforts to quantify water quality conditions within waters and from drainage discharged from its systems.

The DEPARTMENT performs research-related activities to support quality and quantity of its discharges. This task provides for performing monitoring and research activities.

TASK 7: DESIGN:

The VENDOR may be required by the DEPARTMENT to modify individual elements of drainage systems, prepare plans for the retrofitting of existing DEPARTMENT drainage

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facilities, or design entire drainage sewer systems if the need arises.

TASK 8: WORK RECOMMENDATIONS:

The VENDOR is required to make recommendations to the DEPARTMENT when the VENDOR discovers a need for repair or general maintenance to a stormwater sewer system or elements of a stormwater sewer system. The recommendations shall incorporate digital photographs, coordinates of the asset, instructions as to how the elements can be found in the field, the nature of the work required, and other information that will be helpful to the DEPARTMENT to perform the work. VENDOR will compile information and include all the activities completed in the DATABASES.

TASK 9: COMPUTER SERVICES:

The VENDOR may be authorized to use the DEPARTMENT’S computer programs, if desired. Computations based on computer programs other than the DEPARTMENT’s must conform to the DEPARTMENT’s general format and must be identified in the technical proposal.

TASK 10: UNFORESEEABLE WORK:

The DEPARTMENT or the DEPARTMENT’S Project Manager may authorize any unforeseen work which is essential to the satisfactory completion of the contract. No unforeseen work shall be performed by the VENDOR without prior authorization. Any items not identified in “Exhibit C” will be paid as a Non-Rate Unit Item according to “Exhibit B.”

TASK 11: IMPAIRED WATERS / TOTAL MAXIMUM DAILY LOADS (TMDL) RELATED

WORK:

The VENDOR may be required as follows:

To attend meetings, Assist the DEPARTMENT with water quality related to regulatory requirements, Review of Technical documents by FDEP and / or EPA, Calculate pollutant loads and load reductions, Assess models, Review of technical analyses, Development of technical comments, Prepare reports and report updates, Coordinate with stakeholders and agencies, and conduct other such activities as required by the DEPARTMENT’S NPDES MS4 permit to meet FDEP requirements related to the State’s impaired Waters Rule (Chapter 62-303, F.A.C.), Total Maximum Daily Loads (Chapter 52-304, F.A.C.), Basin Management Action Plans, Reasonable Assurance Plans, Bacteria Pollution Control Plans, or other reporting requirements where it has potential pollutant load reductions attributable to its discharges.

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TASK 12: TRAINING:

The VENDOR may be required to conduct training of maintenance personnel (both in -house and contracted) as required by the DEPARTMENT’S PERMIT to include but, may not be limited to, Illicit Discharges, Spill Prevention, Construction Site Erosion and Sediment Control, and SAMS.

TASK 13: COORDINATE WITH MAINTENANCE:

The VENDOR may be required to coordinate with maintenance personnel, particularly at the Operations Centers regarding NPDES-related issues including, but not necessarily limited to, completion of maintenance needs identified during inspections, training, Maintenance Yard Inspections, annual report information needed from the Operations Centers, and DEPARTMENT PERMIT requirements.

TASK 14: EXPERT WITNESS SERVICES:

VENDOR may provide expert witness services for any and all scope tasks listed in Exhibit A- Scope of Services for legal proceedings on Department issues or projects. This may include, but is not limited to, preparation for litigation/court proceedings, answering interrogatory documents, and participation in court proceedings on behalf of the

DEPARTMENT.

**END OF EXHIBIT A – SCOPE OF SERVICES**

FINANCIAL PROJECT NUMBER: 404336-3-72-01 & Various