CN-550000-C9316.pdf

Project Cost Redistribution

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METHOD OF COMPENSATION

EXHIBIT “B”

FPID: 410028 1 62 03

1.0 PURPOSE

This exhibit defines the method and limits of compensation to be made to the Consultant for the services described in

Exhibit "A" (Scope of Services) and method by which payments will be made.

2.0 COMPENSATION

For satisfactory completion of services authorized under this agreement, the Department will pay the Consultant a

Total Maximum Limiting Amount not to exceed $1,500,000. This is a task assignment type agreement. The

Department will furnish the Consultant a task work order specifying the services to be performed and the fees to be paid for each project assigned under this agreement. Compensation for individual assignments will not exceed

$300,000.

The total amount of this agreement is expected to be funded by multiple annual appropriations. The State of

Florida’s performance and obligation to pay under this contract is contingent upon an annual appropriation by the

Legislature. Currently, only $300,000 of the total amount has been approved. Therefore, it is agreed that the

Consultant will not be obligated to perform services nor incur costs which would result in exceeding the funding currently approved, nor will the Department be obligated to reimburse the Consultant for costs or make fee payments in excess of currently established funding. The Department will provide written authorization when appropriations for subsequent fiscal years are available for this project.

This Agreement allows for Task Work Orders to be individually funded. When funds are encumbered by the Task

Work Order a specific Financial Project Number and dollar amount shall be identified on the Task Work Order. The

Consultant shall invoice under the specific Financial Project Number.

2.1 Summary of Compensation

Fees for each task work order will be negotiated either as a lump sum amount, a limiting amount, or as a combination lump sum and limiting amount. Where limiting amount fees are established, compensation will be in accordance with Section 2.2.

The above-defined elements of this Agreement do not involve the purchase of Tangible Personal Property, as defined in section 273.02 Florida Statutes.

2.2 Details of Compensation

LUMP SUM ELEMENTS:

Lump Sum Tasks (LS 2)

The Consultant will receive progress payments for services based on the percentage of services that have been completed and accepted by the Department during the billing period.

LIMITING AMOUNT ELEMENTS

For the following elements, which are established as limiting amounts, the Department will compensate the

Consultant for all reasonable, allocable and allowable costs incurred. The reasonableness, allocability and allowability of compensation sought under this agreement is expressly made subject to the terms of this

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Agreement; Federal Acquisition Regulations; Office of Management and Budget Circulars A-21, A-87, A-102, A-110; and any pertinent Federal and State Law.

Salary & Salary Related Costs

Salary Costs: (LA 4)

Subject to the established limiting amount, the Consultant will receive progress payments for direct salaries and wages for time expended by personnel in the performance of authorized work during the billing period at the rates specified in Table 6 of Section 5.0. No multipliers will be applied to these rates.

All overtime must be authorized in advance in writing by the Department for those Consultants authorized overtime in this Agreement.

When authorized in advance in writing by the Department, premium overtime will also be paid at the rates specified in Table 6 of Section 5.0, for employees paid premium overtime by Consultants authorized

Overtime in this Agreement.

Geotechnical, Materials & Testing, Subsurface Utility Services, Survey Crew & Specialty

Services: (LA 4)

Subject to the established limiting amount, the Consultant will be compensated for these services based on the rates provided in Table 6 of Section 5.0. No multipliers will be applied to these rates. Payment for such services will be based on approved time incurred during the billing period. Where the time units are in days, the rate will be prorated when less than a day is used. Time for excess travel will not be included as time worked. These rates include allowances for salaries, overhead, operating margin, direct expenses and FCCM if applicable. The survey party day rate is defined as compensation for an eight (8) hour workday, which consists of seven (7) hours actual survey time plus allowed two-way travel time of thirty (30) minutes each way. If travel time is not required, the Department expects eight (8) hours of actual survey time.

3.0 INVOICING PROCEDURE

The Consultant will be eligible for progress payments under this agreement at intervals not less than monthly or when individual tasks or mileposts defined in this agreement are completed or reached.

Invoices for this agreement will be prepared by the Consultant and submitted through the Department’s

Consultant Invoice Transmission System. The invoices will be supported by such information as may be required by Department procedures to substantiate the charges being invoiced. The Consultant will maintain for this purpose a job cost accounting system that is acceptable to the Department.

If requested by the Department, the final invoice for this agreement will be accompanied by a certified job cost summary report generated by the accounting system. The report will include at a minimum the total number of hours and salary cost actually charged to the project, the total direct vehicle expense, the total miscellaneous direct expense, and total sub-consultant cost charged to the project.

Monthly, at the time of invoice submittal, the Consultant will report sub-consultant payments through the

Department’s Equal Opportunity Reporting System on the Internet. Failure to submit a properly completed report may be cause for rejection of the invoice. Within thirty days after receipt of final payment, the

Consultant will submit a final sub-consultant payment report. The Consultant will pay all sub-consultants their proportionate share of payments received from the Department within thirty days of the Consultant’s receipt of payment from the Department.

The Department will render a decision on the acceptability of services within five (5) working days of receipt

B-3 of either the services or invoice, which ever is later. The Department reserves the right to withhold payments for work not completed, or work completed unsatisfactorily, or work that is deemed inadequate or untimely by the Department. Any payment withheld will be released and paid to the Consultant promptly when work is subsequently performed.

3.1 Project Cost Accounting

The Department has established a Cost Redistribution Application (automated process) for the purpose of breaking out and capturing project costs associated with District-wide (miscellaneous minor professional services) and General Consultant task assignment contracts. This District wide miscellaneous minor professional services contract has been selected for project costing using the

Cost Redistribution Application. The Consultant will be assigned work by means of Task Work

Orders. Each Task Work Order will initially be associated to a single general (non-specific) financial project identification number for billing purposes in CITS (Consultant Invoice Transmittal

System). It will be the consultant’s responsibility to maintain a job cost accounting system that will capture detailed project cost information associated with each assigned Task Work Order. The

Consultant and its subconsultants shall have staff performing work on this contract charge their time to the nearest quarter hour to each specific project on which services are to be performed. The

Department shall provide the Consultant and its subconsultants the eleven digit project identification number assigned to each specific project for purposes of capturing time and costs. At any given time there may be several specific projects against which the Consultant and its subconsultants would be charging time on a single Task Work Order. At the time of submittal of each invoice in CITS, the

Consultant will submit a Project Cost Redistribution spreadsheet that provides a breakdown of the invoice costs into the associated detailed project specific numbers where services were performed and costs were incurred. The spreadsheet must conform to and be submitted in a pre-defined format.

The spreadsheet will contain the following key data fields: Consultant Contact E-mail address;

Contract Number; DOT Invoice Number; “From” Project Number (the general project identification number); “To” Project Number (the project specific financial identification number); the dollar amount to be redistributed; the project description (optional data field); and the total amount for the spreadsheet. The spreadsheet template and directions for preparing the spreadsheet can be downloaded from the Department’s Procurement website, at the following web address:

http://www.dot.state.fl.us/procurement/Project%20Costing%20Initiative.shtm

Once the invoice has been submitted electronically in CITS by the Consultant, the consultant must separately, outside of CITS, e-mail the Project Cost Redistribution spreadsheet as an attachment file to the following Department e-mail address: PCRLOAD@dot.state.fl.us

The subject line for the e-mail should conform to the format ‘FDOT.PCR.FILE CCCCCNNNN’ where CCCCC corresponds to the FDOT contract number and NNNN corresponds to the FDOT invoice number.

A Project Cost Redistribution spreadsheet should be submitted to PCRLOAD every time an invoice is submitted through CITS. After an initial validation, the Cost Redistribution Application will transfer the data contained in the Project Cost Redistribution spreadsheet to data sets on the

Department’s mainframe computer. The redistribution information will be processed and used to assess project costs for District-wide and General Consultant contracts. Project Cost Redistribution spreadsheets not timely submitted will be identified on a District Error Report. Failure to timely submit Project Cost Redistribution spreadsheets may constitute grounds for rejection of subsequent invoices submitted through CITS.

mailto:PCRLOAD@dot.state.fl.us

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4.0 PROJECT CLOSEOUT

4.1 Final Audit

If requested, the Consultant will permit the Department to perform or have performed, an audit of the records of the Consultant and any or all sub-consultants to support the compensation paid the

Consultant. The audit will be performed as soon as practical after completion and acceptance of the contracted services. In the event funds paid to the Consultant under this Agreement are subsequently properly disallowed by the Department because of accounting errors, or charges not in conformity with this Agreement, the Consultant agrees that such disallowed funds are due to the Department upon demand. Further, the Department will have the right to deduct, from any payment due the

Consultant under any other contract, any amount due the Department.

4.2 Certificate of Completion

A Certificate of Completion will be prepared for execution by both parties stating the total compensation due the Consultant, the amount previously paid, and the difference.

Upon execution of the Certification of Completion, the Consultant will either submit a termination invoice for an amount due or refund to the Department for the overpayment, provided the net difference is not zero.

5.0 COMPENSATION RATES

The following tables are provided for definition of contractual rates. Table numbers not listed are not included in this document.

Table 6 - Loaded Billing Rates

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Table 6

LOADED BILLING RATES

FIELD OFFICE

No Multipliers will be added to the following rates.

Consultant

Item

Unit Contract Billing Rate

Metric Engineering, Inc. Project Manager (Principal Investigator) Hour $191.90

CEI Senior Project Engineer Hour $146.55

Chief Engineer Hour $190.38

CEI Project Administrator/CEI Project Engineer Hour $114.83

Claims Analyst (Material Certification) Hour $143.81

Sr. Specialist (ITS Operations Manager) Hour $158.04

CEI Contract Support Specialist Hour $85.51

CEI Secretary/Clerical Hour $47.08

The above rates include allowances for salaries, overhead, operating margin, direct expenses, and FCCM if applicable.

HOME OFFICE

Metric Engineering, Inc. Project Manager (Principal Investigator) Hour $213.17

CEI Senior Project Engineer Hour $162.79

Chief Engineer Hour $209.62

CEI Project Administrator/CEI Project Engineer Hour $129.94

Claims Analyst (Material Certification) Hour $159.75

Sr. Specialist (ITS Operations Manager) Hour $164.00

CEI Contract Support Specialist Hour $95.31

CEI Secretary/Clerical Hour $52.29

The above rates include allowances for salaries, overhead, operating margin, direct expenses, and FCCM if applicable.

Allied Engineering & Testing, Inc. (DBE) CEI Senior Project Engineer Hour $145.96

CEI Project Administrator/CEI Project Engineer Hour $98.41

The above rates include allowances for salaries, overhead, operating margin, direct expenses, and FCCM if applicable.

Allied Engineering & Testing, Inc. (DBE) CEI Senior Project Engineer Hour $165.56

CEI Project Administrator/CEI Project Engineer Hour $110.80

The above rates include allowances for salaries, overhead, operating margin, direct expenses, and FCCM if applicable.

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Foundation & Geotechnical Engineering, LLC

Geotechnical Engineer Hour $155.80

Geotechnical Technician Hour $83.59

The above rates include allowances for salaries, overhead, operating margin, direct expenses, and FCCM if applicable.

Scheda Ecological Associates, Inc. (DBE) Chief Scientist Hour $152.50

Senior Scientist Hour $99.38

The above rates include allowances for salaries, overhead, operating margin, direct expenses, and FCCM if applicable.

Scheda Ecological Associates, Inc. (DBE) Chief Scientist Hour $110.13

Senior Scientist Hour $68.28

The above rates include allowances for salaries, overhead, operating margin, direct expenses, and FCCM if applicable.

Transpath, Inc. Claims Analyst Hour $142.64

The above rates include allowances for salaries, overhead, operating margin, direct expenses, and FCCM if applicable.

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Steven L. Yoakum, P.A. d/b/a Yoakum

Consulting CPA/CFE Hour $195.00

Senior Accountant Hour $115.00

Specialist (Staff Accountant) Hour $85.00

The above rates include allowances for salaries, overhead, operating margin, direct expenses, and FCCM if applicable