Add No 2 OD Info Sch RFSOQ 2025013.pdf

ADDENDUM No. 2

DISCUSSION INFORMATION AND SCHEDULE

FLORIDA DEPARTMENT OF ENVIRONMENTAL PROTECTION

DEP Procurement Section

3800 Commonwealth Boulevard, MS#93

Tallahassee, Florida 32399-3000

June 16, 2025

Addendum To: DEP Solicitation No. 2025013 entitled “Professional Services for Choctawhatchee Unpaved Roads Project”

The evaluation phase has been completed. The Oral Discussions are the second phase of the RFSOQ process. All of the

Respondents/Firms (Firm) selected to participate in Oral Discussions have been deemed to be the most highly qualified to perform the required services.

For the evaluation of the Oral Discussion phase of this RFSOQ, all of the participating Firms will start out on an equal basis.

Oral Discussions will be evaluated according to the criteria listed in the Oral Discussion Evaluation Criteria Form, Exhibit A (attached). Each Evaluator will use the total point scores to rank the discussions. Recommendation for contract award will be made based on the average ranking of the Oral Discussions. If the Department and the selected contractors are unable to negotiate a Contract, the Department reserves the right to terminate negotiations and begin contract negotiations with the next ranked firm.

1.01 Procurement Section: The sole point of contact with the Department for purposes of this Oral Discussion is the

Procurement Officer, defined as follows:

Sabina Flanagan, Procurement Officer DEP Procurement Section, Carr Building, Room 215

Florida Department of Environmental Protection 3800 Commonwealth Boulevard, MS#93

Tallahassee, Florida 32399-3000 Telephone Number: (850) 245-2187

Sabina.Flanagan@FloridaDEP.gov

Providers shall not contact any other office or employee of the Department for information with respect to this RFSOQ. The Department shall not be bound by any information from whatever source that does not come from the DEP Procurement Section or that is not contained within this document.

1.02 Pre-Contract Costs: Under no circumstances will the Department be liable for any costs incurred by a Firm in response to this RFSOQ, including any costs incurred during Oral Discussion of this project or prior to the execution of a contract.

1.03 Oral Discussion Schedule: Firms will receive an email from the DEP’s Procurement Section to schedule their Oral Discussion. The Firm must reply to the email no later than the date/time identified within the email. If a response is not received, the Firm will be deemed non-Responsive and will not be considered further for award. The email will request that the Firm identify two (2) preferred dates/times listed in order of preference using the available dates/times identified within the Oral Discussion Schedule, Exhibit B (attached within). The Department will assign the preferred date and time to Firms on a first come, first served basis, in the order that emails are received by the Department.

1.04 Oral Discussion Location: The Department has arranged for Firms to attend via Microsoft Teams. The conference meeting information will be provided to your Firm via email.

1.05 Oral Discussion Instructions: The Oral Discussion shall be led by the Firms proposed project manager and all additional speakers shall be introduced by the proposed project manager with their role in the project clearly described. The Oral Discussion shall address all of the topics listed below in section 1.07 as completely as possible in the time allotted. The formal Oral Discussion will be followed by a question and answer period at which time the Evaluators will be allowed to ask questions regarding the topics covered in the formal Oral Discussion by the proposed team. This discussion will be in accordance with Section 287.055(4), Florida Statutes (F.S.)

The Firm’s Oral Discussion shall follow the agenda in section 1.06 and should be led by the proposed project manager and will be recorded by the Department. No more than five (5) people from the Firm may attend the Oral Discussion via Microsoft Teams. Each Firm is responsible for ensuring its audio-visual equipment is compatible with Microsoft Teams.

The Firm must email the Procurement Officer with all written presentation material. If any of the material is considered confidential, a redacted copy must be emailed as well.

1.06 Oral Discussion Agenda: Each Presenting firm shall be allotted fifty (50) minutes for their presentation addressing the Topics in section 1.08 broken down as follows:

• Part I - Qualifications, Approach, and Ability. (Maximum 10 minutes)

• Part II - DEP Questions and Firm’s Answers (Maximum 30 minutes)

• Part III - Closing Statements and follow up questions and answers. (Maximum 10 minutes)

1.07 Oral Presentation Topics: The following Topics shall be covered during the Presentation:

• Part I: The Firm shall explain their qualifications, approach to the project, and ability to furnish required services. If time allows, the Firm may discuss additional information they desire to emphasize about themselves (to either expand on something that was covered in their written response or to include information in addition to what was in their written response).

• Part II: Each Firm shall state and answer the following questions:

1. Geographic Experience:

What experience does your firm and specifically the proposed Project Manager have with designing and permitting similar projects as the one proposed in NW Florida?

2. Permitting:

What will be your approach for obtaining the required major environmental permits, as indicated in Section 4, Scope of Work. Please discuss the relevant experience of the personnel (either of the Respondent or Sub-consultants) who will be involved in securing the permits, including examples of previous permits secured for similar projects in the Panhandle (within the jurisdiction of the Northwest Florida Water Management District).

3. Construction, Engineering, and Inspection Services (CEI):

How do you plan to staff CEI and what is your approach to ensuring complete inspection services, inclusive of all necessary documentation and tracking of corrective actions, and other necessary follow-up activities, for multiple, potentially disparate project sites which may be under construction concurrently?

4. Project Management Issue #1:

Who are the dedicated personnel that will directly handle the overall project management and what is their experience with this type of project?

5. Project Management Issue #2:

What is your process to manage all aspects of the project to include design, permitting, Quality Assurance/Quality Control, management and coordination of sub-consultants, progress reporting, contract financial tracking, and invoicing?

• Part III: Evaluation committee members may ask questions based on the information provided by the Firms in Part I and Part II. The Firm may elaborate or summarize information in their closing statement.

Note: The maximum time set for discussions does not include the initial set up or the time spent on introductions to recognize all parties participating in the discussions.

EXHIBIT A

ORAL DISCUSSION EVALUATION CRITERIA FORM

DEP Solicitation No. 2025013

Scoring Method:

Oral discussions will be evaluated according to the criteria listed on the Oral Discussions Scoring Criteria Form. Each member of the Oral Discussion Evaluation Committee will assign a score from zero (0) to five (5) points for each of the criteria. Points will be assigned to each criterion as follows:

Zero (0) Points = the criterion is not addressed; or is devoid of merit

One (1) Point = the criterion is poor; contains significant deficiencies

Two (2) Points = the criterion is fair; contains some deficiencies

Three (3) Points = the criterion is satisfactory; no significant deficiencies

Four (4) Points = the criterion is good; contains some superior features

Five (5) Points = the criterion is superior in most or all features

The maximum total score a Firm can receive is 130 points.

Following the completion of all evaluation discussions, each member of the Oral Evaluation Committee will rank the Firms in accordance with the scores given by that member. An average ranking will then be calculated from the ranking scores of all members of the Oral Discussion Evaluation Committee.

EXHIBIT A

ORAL DISCUSSION EVALUATION CRITERIA FORM

Firm: Reviewer:

Maximum Raw

Score Possible

Raw Score

Weight Factor

Weighted Score

Total Possible Weighted

Score Part I- Qualifications, Approach, & Ability (Maximum 10 minutes)

The firm shall explain their qualifications, approach to the project, and ability to furnish the required services.

If time allows, the firm may discuss additional information they desire to emphasize about themselves (to either expand on something that was covered in their written response or to include information in addition to what was in their written response).

Select Raw

Score.

X 1 = 5

Part II- DEP Questions and Firm’s Answers (Maximum 30 minutes)

1. Geographic Experience What experience does your firm and specifically the proposed project manager have with designing and permitting similar projects as the one proposed in NW Florida?

Select Raw

Score.

X 5 = 25

2. Permitting What will be your approach for obtaining the major environmental permits (Army Corp of Engineers 404 or Section 10 permits and State of Florida Environmental Resource Permits) required for the road crossings. Please discuss the relevant experience of the personnel (either of the Respondent or sub-consultants) who will be involved in securing the permits, including examples of previous permits secured for similar projects in the Panhandle (within the jurisdiction of the Northwest Florida Water Management District).

Select Raw

Score.

X 5 = 25

3. Construction Engineering and Inspection Services

(CEI)

How do you plan to staff CEI and what is your approach to ensuring complete inspection services, inclusive of all necessary documentation and tracking of corrective actions, and other necessary follow-up activities, for multiple, potentially disparate project sites which may be under construction concurrently?

Select Raw

Score.

X 5 = 25

4. Project Management Issue #1 Who are the dedicated personnel that will directly handle the overall project management and what is their experience with this type of project?

Select Raw

Score.

X 5 = 25

5. Project Management Issue #2 What is your process to manage all aspects of the project to include design, permitting, QA/QC, management and coordination of sub-consultants, progress reporting, contract financial tracking, and invoicing?

Select Raw

Score.

X 5 = 25

Total Numerical Rating

EXHIBIT B

ORAL DISCUSSION SCHEDULE

Failure of a Firm to present the evaluation discussion within its scheduled timeframe shall preclude that Firm from further consideration for a contract award under this solicitation.

DATE TIME FIRM

1. TBD TBD TBD

2. TBD TBD TBD

3. TBD TBD TBD

4. TBD TBD TBD

5. TBD TBD TBD

6. TBD TBD TBD