CN-550000-C9U49-00010000.pdf

DISTRICT 2

Major Work :

8.2 - Design, Right of Way, & Const. Surveying Minor Work :

8.1 - Control Surveying

8.4 - Right of Way Mapping Contract : 17253 Major Project Selection Procedure: LOR and Abbreviated Technical Proposal

Project Description:

District Wide Surveying and Mapping This is a BDI Project.

Project Manager: DRIGGERS, CLAY Maximum Contract Amount: $1,500,000 See Standard Notes Above: 7

Special Notes:

When submitting Letters of Response, include TCN 17253 and firm name on the subject line.

This is a BDI Project.

The project manager will participate as a member of the Technical Review Committee for this contract.

The Technical Review Committee meeting will be held at the Lake Jeffrey Office in Lake City.

View proposed scope (Adobe Acrobat® PDF file)

Advertisement Date : 25JUL2016 Response Deadline Date : 08AUG2016 Shortlist Selection Date : 29AUG2016 Time: 10:00AM Tech. Rev. Cmte Meeting Date : 16AUG2016 Time: 09:00AM Final Selection Meeting Date : 17OCT2016 Time: 10:00AM

Response Deadline : 08AUG2016 Respond To:

d2.profserv@dot.state.fl.us Attn.: Cindy Duffany, MS-2016 Phone: 386-961-7596

Updated: Tuesday August 02 2016

Notice to Professional Consultants State Of Florida Department Of Transportation

Notice: All Letters of Response are required to be submitted via E-mail. The size limit for Letters of Response has been increased to 1MB. Please read the Response Procedure carefully!

The Department reserves the right to reject all Proposals and/or to waive minor irregularities.

The Department of Transportation anticipates seeking professional consultant services on the projects listed in this advertisement. Consideration will be given to only those firms that are qualified pursuant to law and that have been prequalified by the Department to perform the indicated MAJOR Type(s) of Work. Prime Consultants must be prequalified in at least one or more of the MAJOR Types of Work specified in the advertisement. A prequalified subconsultant(s) may be used to meet the other Types of Work specified in the advertisement. Persons and firms used whether prime consultant or subconsultant, can only perform the work for which they are prequalified with the Department, in accordance with Rule Chapter 14-75, Florida Administrative Code. Consultants technically prequalified without unlimited overhead status, will only be considered as primes for projects identified as "Minor Projects" (projects less than $500,000). Any firm not prequalified by the Department and desiring consideration for these projects must submit a complete Request for Qualification Application to co.profserv@dot.state.fl.us by the advertised Letter of Response Deadline Date and Time. Please call 850-414-4597 if you have any questions on the prequalification process. A Department approved overhead audit is required for projects $500,000 or more.

The technical work type(s) and audit must be approved by the shortlist date referenced in the advertisement in order for the responding firm to be considered responsive for shortlisting.

CONSULTANT ELIGIBILITY: It is a basic tenet of the Department's contracting program that contracts are procured in a fair, open and competitive manner. The Department requires that Consultants representing the Department must be free of conflicting professional or personal interests. In order to prevent potential conflicts of interest, the Department has established guidelines to be followed by professional services Consultants. Please familiarize yourself with the requirements of Procedure No. 375-030-006, also known as: "Conflict of Interest Procedure for Department Contracts". By submitting a Letter of Response, the Consultant certifies that they are in compliance with Procedure No. 375-030-006. This procedure is available at the following link: Professional Services Publications Menu. In addition to the restrictions identified in Procedure No. 375-030-006, please be advised of the following prohibition: A consultant firm or its affiliate who was the Designer or Engineer of Record is precluded from bidding on the same project as the Construction contractor, or as a member of the construction team (subcontractor).

COMPLIANCE WITH NONDISCRIMINATION STATUTES AND AUTHORITIES: Title VI of the Civil Rights Act of 1964 (42 U.S.C. § 2000d et seq., 78 stat. 252), (prohibits discrimination on the basis of race, color, national origin); and 49 CFR Part 21; The Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970, (42 U.S.C. § 4601), (prohibits unfair treatment of persons displaced or whose property has been acquired because of Federal or Federal-aid programs and projects); Federal-Aid Highway Act of 1973, (23 U.S.C.

§ 324 et seq.), (prohibits discrimination on the basis of sex); Section 504 of the Rehabilitation Act of 1973, (29 U.S.C. § 794 et seq.), as amended, (prohibits discrimination on the basis of disability); and 49 CFR Part 27; The Age Discrimination Act of 1975, as amended, (42 U.S.C.

§ 6101 et seq.), (prohibits discrimination on the basis of age); Airport and Airway Improvement Act of 1982, (49 USC § 471, Section 47123), as amended, (prohibits discrimination based on race, creed, color, national origin, or sex); The Civil Rights Restoration Act of 1987, (PL 100-209), (Broadened the scope, coverage and applicability of Title VI of the Civil Rights Act of 1964, The Age Discrimination Act of 1975 and Section 504 of the Rehabilitation Act of 1973, by expanding the definition of the terms “programs or activities” to include all of the programs or activities of the Federal-aid recipients, sub-recipients and contractors, whether such programs or activities are Federally funded or not); Titles II and III of the Americans with Disabilities Act, which prohibit discrimination on the basis of disability in the operation of public entities, public and private transportation systems, places of public accommodation, and certain testing entities (42 U.S.C. §§ 12131 -- 12189) as implemented by Department of Transportation regulations at 49 C.F.R. parts 37 and 38; The Federal Aviation Administration’s Non-discrimination statute (49 U.S.C. § 47123) (prohibits discrimination on the basis of race, color, national origin, and sex); Executive Order 12898, Federal Actions to Address Environmental Justice in Minority Populations and Low-Income

Populations, which ensures non-discrimination against minority populations by discouraging programs, policies, and activities with disproportionately high and adverse human health or environmental effects on minority and low-income populations; Executive Order 13166, Improving Access to Services for Persons with Limited English Proficiency, and resulting agency guidance, national origin discrimination includes discrimination because of limited English proficiency (LEP). To ensure compliance with Title VI, you must take reasonable steps to ensure that LEP persons have meaningful access to your programs (70 Fed. Reg. at 74087 to 74100); Title IX of the Education Amendments of 1972, as amended, which prohibits you from discriminating because of sex in education programs or activities (20 U.S.C. 1681 et seq).

FEDERAL DEBARMENT: By submitting a Letter of Response, the consultant certifies that no principal (which includes officers, directors, or executives) is presently suspended, proposed for debarment, declared ineligible or voluntarily excluded from participation on this transaction by any Federal Department or Agency.

PUBLIC ENTITY CRIMES: A person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a bid, proposal, or reply on a contract to provide any goods or services to a public entity; may not submit a bid, proposal, or reply on a contract with a public entity for the construction or repair of a public building or public work; may not submit bids, proposals, or replies on leases of real property to a public entity; may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity; and may not transact business any public entity in excess of the threshold amount provided in s. 287.017 for CATEGORY TWO($35,000) for a period of 36 months following the date of being placed on the convicted vendor list.

INSPECTOR GENERAL: The Vendor/Contractor agrees to comply with section 20.055(5), Florida Statutes, and to incorporate in all subcontracts the obligation to comply with section 20.055(5), Florida Statutes.

E-VERIFY: The Vendor/Contractor shall utilize the U.S. Department of Homeland Security's E-Verify system to verify the employment eligibility of all new employees hired by the Vendor/Contractor during the term of the contract and shall expressly require any subcontractors performing work or providing services pursuant to the state contract to likewise utilize the U.S. Department of Homeland Security's E-Verify system to verify the employment eligibility of all new employees hired by the subcontractor during the contract term.

SCRUTINIZED COMPANIES: Section 287.135, Florida Statutes, prohibits agencies from contracting with companies for goods or services of $1 million or more, that are on either the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List created pursuant to section 215.473, Florida Statutes. A company that is on the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List may not bid on, submit a proposal for, or enter into a contract with an agency or local governmental entity for goods or services of $1 million or more.

SELECTION PROCEDURE: The listed projects are covered by the selection process detailed in the Rule Chapter 14-75, Florida Administrative Code. Some or all of the responding firms may be requested to provide Written Technical Proposals, Oral Presentations, Interviews, or Expanded Letters of Response, for the ranking process. After ranking of the consultants the contract fee will be negotiated in accordance with Section 287.055 Florida Statutes. Funding on all projects is subject to legislative approval. Registration in MyFloridaMarketPlace is required prior to contracting. Note: The shortlist and final selection meeting dates and times are provided within the advertisement. All public meetings will be held in District headquarters unless otherwise noted. Changes to meeting dates and times will be updated under the All Advertisements link. The agenda for each public meeting is as follows: a) Opening Remarks (approx. 3 minutes); b) Public Input (15 minutes); c) Department business; d) Closing. For more information, contact the designated responsible office. In order to ensure a fair, competitive and open process, once a project is advertised under Current Advertisements, all communications between interested firms and the Department must be directed to the appropriate Professional Services Office. Respondents to this solicitation or persons acting on their behalf may not contact, between the release of the solicitation and the end of the 72-hour period following the agency posting the notice of intended award, excluding Saturdays, Sundays, and state holidays, any employee or officer of the executive or legislative branch concerning any aspect of this solicitation, except in writing to the procurement officer or as provided in the solicitation documents. Violation of this provision may be grounds for rejecting a response.

RESPONSE PROCEDURE: Qualified consultants are encouraged to submit a Letter of Response, for each project in which they are interested, to the indicated requesting unit by 5:00 PM Eastern time on the date indicated as the Response Deadline. Letters of Response will be submitted as an attachment to an E-mail, submitted electronically to the indicated response address. The Standard FDOT Professional Services Letter of Response form must be completed and submitted to the indicated response e-mail address. Consultants, be advised that you are responsible for downloading the latest version of the Letter of Response Form when responding to the advertisement. The 11/14 version must be used when responding to the advertisement. The form will be a single file not to exceed 1MB in size in Adobe PDF format (unzipped), and the form completed in its entirety will not exceed the six 8 ½ x 11 pages provided in the form unless otherwise indicated in the advertisement. The content of the Letter cannot go beyond Page 3 of the form. Pages 4, 5, and 6 of the form are reserved for the tables listing prime and subconsultants by work type. Consultants must not add additional pages to the form. Formatting requirements consist of a font size of 11, with ½ inch margins. Please be aware that all font (including graphics, tables, and captions on photos) must be standard arial narrow, 11 point font, single line spacing with no modification of font or spacing allowed. Please retain the source document as it may be requested at a later date within the procurement process, for audit purposes. The Department reserves the right to periodically sample letters of response to ensure compliance with format submittal requirements. All other advertisement submittal requirements will be verified with each Letter submittal. Failure to comply with the submittal requirements may cause the Letter of Response to be considered non-responsive. Consultants should receive an e-mailed Return Receipt acknowledgement within 2 hours of submittal to the indicated response address. If a Return Receipt acknowledgement is not received by the Consultant within 2 hours, or by the time and date due, please call the advertisement contact (within normal business hours) to verify the Department's receipt of your e-mailed Letter of Response. Letters of Response should not contain links to other web pages and will, at a minimum, include the following information:

a. Project Name/DOT Financial Management Number

b. Consultant's name and address

c. Proposed responsible office for consultant

d. Contact person, phone number and Internet Email Address

e. Statement regarding prequalification of consultant or proposed subconsultants in advertised type(s) of work

f. Proposed key personnel and their proposed roles (do not include resumes)

g. Subconsultant(s) that may be used for the project

h. Indication as to whether the prime firm and/or subconsultants are disadvantaged business enterprises (DBE) or Small Businesses

i. Project Approach and Understanding of Critical Issues

j. Relevant project experience - Similar type of work experience

k. A Bid Opportunity List should be submitted through the Equal Opportunity

Compliance system which is available at the Equal Opportunity Office Website. Prime Consultants can obtain access to the new EOC system by filling out the Contractors and Consultants New Users Access Form. Please complete the form and submit it to EOOHelp@dot.state.fl.us.

Important Update: Pursuant to the Federal Brooks Act, and Section 287.055, Florida Statutes, price may not be an evaluation criterion during the advertisement and selection phase for professional services procurements. Consultants are prohibited from including references to their proposed professional services fees or indirect rates in Letters of Response, Written Technical Proposals, Oral Presentations, or Interviews. It is permissible to address cost savings specifically related to the construction project. Inclusion of prohibited professional services cost data in a Letter of Response or Technical Proposal may cause the Letter of Response or Technical Proposal to be considered non-responsive.

STANDARD NOTES: (Applicable to following projects where indicated)

1. This project does not fall within the FDOT Professional Services Types of Work, therefore technical prequalification of responding consultants is not mandatory. However, prime must be currently licensed as a Professional Engineering firm in the State of Florida. The Standard FDOT Letter of Qualification form must be completed and submitted to the indicated response e-mail. Consultants, be advised that you are responsible for downloading the latest version of the Letter of Qualification Form when responding to the advertisement. The 11/14 version must be used when responding to this ad. Consultants must include the following as an attachment to the Standard FDOT Letter of Qualification form:

a. Proof of professional liability insurance (include a copy of professional liability insurance certificate with the Letter of Qualification)

b. For projects $500,000 or above, a recent overhead audit (within 6 months of the fiscal year end), prepared by an independent Certified Public Accountant or governmental agency and in conformance with the Department's current Reimbursement Rate Guidelines should be on file with the Department or a completed Request for Qualification Package, including the recent overhead audit must be submitted to the Prequalification Administrator via email to co.profserv@dot.state.fl.us, prior to the response deadline of the Letter as indicated in the advertisement. Consultants must address all items within the Standard FDOT Letter of Qualification.

The Standard FDOT Letter of Qualification form completed in its entirety will not exceed the six 8 ½ x 11 pages provided in the form unless otherwise indicated in the advertisement. The content of the Letter cannot go beyond Page 3 of the form. Pages 4, 5, and 6 of the form are reserved for the tables listing prime and subconsultants by work type. Consultants must not add additional pages to the form. The Letter of Qualification will be a single file not to exceed 1MB in size in Adobe PDF format (unzipped). Page size requirement is a font size of 11, with ½ inch margins. Failure to comply with the submittal requirements may cause the Letter of Qualification to be considered non-responsive.

2. Reserved. (Standard note not used).

3. Reserved. (Standard note not used).

4. Selection will be made directly from the Standard FDOT Expanded Letters of Response form. Consultants, be advised that you are responsible for downloading the latest version of the Expanded Letter of Response Form when responding to the advertisement. The 11/14 version must be used when responding to this ad. The completed Standard FDOT Expanded Letters of Response form completed in its entirety will not exceed the nine 8 ½ x 11 pages provided in the form. The content of the Letter cannot go beyond Page 6 of the form. Pages 7, 8, and 9 of the form are reserved for the tables listing prime and subconsultants by work type. Consultants must not add additional pages to the form. Consultant shall also submit resumes which are restricted to 2 pages each and an organization chart or staffing chart (can be either 8-1/2x11 or 11x17, at the discretion of the Consultant). Construction Training and Qualification Program (CTQP) printouts may also be submitted. Staff hours on summary sheet (one sheet showing the hours of prime and all subs) will be submitted where applicable.

All submittals except organization chart, staffing chart, other required forms, and certifications shall adhere to a font size of 11, with ½ inch margins. The Expanded Letter of Response file size is not restricted to 1MB, however Consultants are advised that the Expanded Letter of Response Form electronic submittal should not exceed FDOT’s internal server file size restriction of 15 MB. Failure to comply with the submittal requirements may cause the Letter of Response to be considered non-responsive.

5. Reserved. (Standard note not used).

6. Reserved. (Standard note not used).

7. This project has been reserved for competition among only small businesses in accordance with the Department's Business Development Initiative (BDI) Program. Letters of Response for this project will only be accepted from firms that meet the definition of a small business set forth by section 337.027, Florida Statutes. The prime consultant submitting a Letter of Response must meet the small business definition of section 337.027, Florida Statutes at the time of submittal of the Letter of Response and must maintain this status as a small business through final selection. All subconsultants utilized for the project must also be small businesses pursuant to section 337.027, Florida Statutes at the time of submittal of the Letter of Response and must also maintain this status as a small business through final selection. Note: Any professional services consultant firm prequalified under Rule 14-75, F.A.C., that is shown as a Small Business on the Professional Services Prequalified Small Business Report is not required to supply the Small Business Affidavit Certification for Prequalified Professional Services Firms form with the Letter of Response.

SMALL BUSINESS ELIGIBILITY CRITERIA:

a. The prime firm and subconsultants proposed for this project must meet the small business definition set forth by section 337.027, Florida Statutes. They are also required to submit a notarized copy of the Small Business Affidavit Certification Form with the Letter of Response. Firms who have previously submitted the Small Business Affidavit Certification Form, and appear in the Department’s Small Business listings are not required to resubmit the form. Please refer to the advertisement for other submittal requirements

b. Submitting firms that are small businesses must completely comply with the professional services prequalification process as described in the Florida Administrative Code Chapter 14-75. Additional instructions can be found in the BDI Program Guidelines.

Small Business listing for Professional Services:

http://www2.dot.state.fl.us/procurement/ProfessionalServices/lppc/listmenu.htm

8. Under-Utilization Goal for DBEs and Small Businesses - The goal of the Department’s Under-utilization strategy is to encourage and promote use of Disadvantaged Business Enterprises (DBE) and Small Businesses in areas of work where they have been under-used.

Under-utilization is defined by FDOT as 25% or less utilization level in a Work Group, which may vary by district. The specific Under-utilized Work Groups are identified in the advertisement. Consultants are strongly encouraged to propose a DBE or Small Business to perform services for each under-utilized work group identified in the advertisement. DBEs or Small Businesses can be proposed at either the Prime or Sub-level for the Under-utilized Work Group(s). Use of under-utilized DBEs or Small Businesses for Consultant teaming is a shortlist consideration factor for projects referencing this Standard Note. Consultants are requested to indicate your firm's proposed use of DBEs and/or Small Business primes or subconsultants to meet under-utilization goals on the table within the Professional Services Letter of Response form (as designated in the advertisement) by checking the box under the under-utilization (UU) column. Failure to list DBEs and/or Small Business prime or subconsultants on the response form shall indicate no proposed utilization. Please refer to the advertisement for other submittal directions. Reports are available at the following locations to validate status of firms as Small Businesses and DBEs:

DBE listing for Professional Services:

http://www2.dot.state.fl.us/procurement/ProfessionalServices/lppc/listmenu.htm

Small Business listing for Professional Services:

http://www2.dot.state.fl.us/procurement/ProfessionalServices/lppc/listmenu.htm

Additionally, firms will submit the Professional Services DBE or Small Business Commitment form as required by the advertisement when selecting from Expanded Letters of Response, otherwise it will be required with the Request for Proposal.

9. It is the policy of FDOT to encourage the participation of small businesses and disadvantaged business enterprises ("DBE") in all facets of the business activities of FDOT, consistent with applicable laws and regulations. FDOT has established an aspiration goal of 10% DBE usage and an additional 3% non-DBE Small Business usage for the subject Project. Firms proposing for this Project shall aspire to have ten percent (10%) or more of the total contract costs performed by DBEs, and an additional three percent (3%) or more of the total contract costs performed by non-DBE small businesses. Although not a contract requirement, FDOT believes that the aforementioned aspiration goal can realistically be achieved based on current availability of DBEs and small businesses. FDOT further believes that the 13% overall goal can be achieved through race neutral means, using standard competitive procurement processes. Pursuant to the provisions of Section 339.0805, Florida Statutes, and rule 14.78.005, Florida Administrative Code, FDOT has adopted rules to provide certified DBEs opportunities to participate in the business activities of FDOT as vendors, contractors, subcontractors, and consultants. FDOT has adopted the DBE definition set forth in Code 49 of Federal Regulations Section 26.5. The Department's DBE directory may be found at the following website:

http://www3b.dot.state.fl.us/EqualOpportunityOfficeBusinessDirectory/CustomSearch.aspx Firms agree to apply their best efforts to utilize qualified non-DBE small businesses as vendors, contractors, subcontractors, and consultants for the Project. Qualifications for small businesses may be found at the following website:

http://www.dot.state.fl.us/EqualOpportunityOffice/sizeStandards.shtm Firms will submit the Professional Services DBE or Small Business Commitment form as required by the advertisement when selecting from Expanded Letters of Response, otherwise it will be required with the Request for Proposal.

DBE listing for Professional Services:

http://www2.dot.state.fl.us/procurement/ProfessionalServices/lppc/listmenu.htm

Non-DBE Small Business listing for Professional Services:

http://www2.dot.state.fl.us/procurement/ProfessionalServices/lppc/listmenu.htm

10. This contract will require field office personnel; therefore the CEI Team must utilize CEI field office rates.

STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION

PROFESSIONAL SERVICES LETTER OF RESPONSE

375-030-22

PROCUREMENT

11/14

Advertisement No.: 17253 DOT FM Number: TCN 17253

Submittal Date: 8/8/2016 Project Name: District Wide Surveying and Mapping (Business

Development Initiative Contract)

Consultant’s Name: Donald F. Lee and Associates, Inc.

Street Address: 140 NW Ridgewood Avenue

City: Lake City State: FL Zip: 32055

Office Location: Lake City, Florida Contact person: Tim Delbene, PSM

Phone: (386) 755-6166 Contact email: tim@dfla.com By submittal of this letter the Consultant certifies that all information provided in the letter is true and accurate. The Consultant further affirms that staff proposed are currently employed by the firm(s) identified, or the Consultant has provided a statement of when staff will become employed by the identified firm(s).

Please provide the following information:

Proposed approach and understanding of critical issues.

Relevant project experience – Similar type of work experience.

Other content provided by firm.

Proposed key personnel and their proposed roles (do not include resumes).

Consultants: Please be aware that all font (including in graphics, tables, and captions on photos) must be standard Arial Narrow, 11 point, single line spacing with no modification of font or spacing allowed. ½” clear margin on all sides must be maintained on all pages. It is the Consultant’s responsibility, due to font and format restrictions within this form, to work within the constraints of the form and its format. Character styling such as use of color, bold, and italics is allowed. Use of a table is recommended for text boxes. The page layout may be modified to add columns, tables, graphics, and photos. All graphics and photos must be created in a clean, blank word document and the “text wrapping square” option applied before cutting and pasting into this form. Consultants may add their logo at the top of the first page (directly underneath the header), however, the Consultant shall not extend the form beyond the pages allocated for the Letter to accommodate insertion of the logo. Consultants are not permitted to insert any other information in the header other than the logo. After pasting your letter into this form, highlight all text and ensure the font size of Arial Narrow, 11 point was retained. Once your content is inserted, delete any additional blank pages that are generated by pressing your delete key after the last word in the Letter of Response. Recreation of the form in another software application to modify the form format is not permitted. This form works best when saved with a .docx extension. *Please retain the source document as it may be requested at a later date in the procurement, to verify adherence with aforementioned restrictions. Note: You may begin typing on this page.

Dear Selection Committee Members:

INTRODUCTION: The firm of Donald F. Lee and Associates, Inc. (DFLA) is pleased to submit this Letter of Response to express our interest in District 2’s advertised District Wide Surveying and Mapping contract (TCN 17253), a Business Development Initiative Contract. We are pre-qualified for groups 8.1, 8.2 & 8.4 and have a long history of providing these services to FDOT District 2. We are a Small Business Enterprise (SBE) as well as a certified DBE firm. Our firm’s specialties have always been transportation surveys with the emphasis being for FDOT D2 projects. Our work for the Department has included many miles of control, alignment and design surveys, from County off-system roads to urban interstate and bridge projects. Our staff and that of our team members have worked on numerous projects for the Department. DFLA has had a strong working relationship with District 2 since the Company was founded in 1984 and we look forward to continued service to the Department, delivering quality service and products.

375-030-22

PROCUREMENT

PROJECT APPROACH: Preparation and planning are key components of every project undertaken by Donald F. Lee & Associates (DFLA). Key staff of DFLA and team member firms begin each task with an examination of the requirements of the scope. All involved are asked to communicate their understanding of the portion of the work they are to perform and to address any issues they have so that a clear path can be followed regarding hours, scheduling, technical requirements of the project and useful adjustments to the scope. Prior to commencing any assigned task, proper research is important to make sure all field crews and technicians will have the resources they need to start the job in an organized manner and to comprehend the team’s approach to the particular project at hand.

Our many years of experience with FDOT, local government agencies and other surveying & engineering firms helps us greatly in obtaining the research material and technical information we need to apply to each job. On day one of the project our well experienced field crew chiefs put the planned technical approach into action and also assess any adjustments to be made, as well as finalizing site specific actions to insure safety on the job-site. During our initial field work, our office staff stands ready to assist our crews and also prepare for the processing of incoming data using EFB Desktop and Caice software. As work progresses on any job, quality control becomes an important aspect of the project for all involved, beginning with data processing and direct communication between field and office technicians regarding issues and questions. When data becomes ready to check. Plots are produced for field reviews by staff not directly involved with the data production. Similar ongoing review of the project database is performed with final checking of all data to address any remaining issues prior to preparing deliverables.

The experience of DFLA and its team members make it possible to promote valuable communication between those performing the work. This, along with vigilant quality control, help us to recommend enhancements to the scope of the task at hand and improved procedures for future projects.

RELEVANT PROJECT EXPERIENCE: DFLA has been involved in highway and transportation surveying projects since its creation in 1984, including many years of District Wide Surveying and Mapping contracts, such as the following:

- District 2 DW contract C8415 dates: 8/22/02 through 8/22/07

- District 2 DW contract C8N76 dates: 7/11/07 through 7/11/12

- District 2 DW contract C9614 dates 5/3/12 through 5/3/17 (current)

In addition to the examples above, DFLA has been involved in countless highway project surveys including numerous miles of control, alignment, design and Right-of-Way surveys, on all sizes and complexity of projects, directly for the Department or for design consultants. The firm is also the retained County surveyors for Columbia and Hamilton counties and, in that capacity, have performed Right-of-Way, design & construction layout surveys on many miles of County roadway.

OTHER INFORMATION: We respectfully ask that, in addition to our experience and technical qualifications, you consider the following when making a decision about this project:

LOCATION: The Company’s office has one of the best location of any pre-qualified survey consultant in District 2. Just minutes from the District office and Surveying Department offices, we are available, with minimal notice, to meet with D2 staff to discuss projects.

We are centrally located to all potential project locations. All of our staff live in the District, are thoroughly familiar with the area, and work directly out of our single, permanent Lake City location.

TRUST: The firm has a long working relationship with FDOT District 2. The District office staff are our friends and neighbors. We consider them co-workers as well as clients.

TEAMWORK: In order to expand our available resources & manpower, and to meet or accelerate project schedules, DFLA has teamed with several outstanding Small Business Enterprise (SBE) firms to provide support and specialty services. Details follow.

PROPOSED KEY PERSONNEL: Donald F. Lee and Associates, Inc. (DFLA) was founded in 1984 by Donald Lee, PSM. Donald has over 50 years uninterrupted highway surveying experience, starting with FDOT District 2 and moving into private practice. He has managed projects throughout the state and is very well known in the highway surveying community. As Principal-in-Charge, he will manage the contract and will also assist with quality control.

The Project Manager for the contract will be Tim Delbene, PSM. He has been on the staff of DFLA for 32 years, since its founding, and has worked on every highway survey project taken on by the firm since 1984. Tim will be responsible for assigning resources and day-to-day overseeing of the jobs. He will assist in preparing staff hour estimates and providing quality reviews.

Alice Geiger, PSM has been with DFLA since 2001, after graduating from the University of Florida with a degree in surveying and Mapping. Alice, as Senior Technician, will be responsible for the processing and management of all incoming data and deliverables.

She is highly proficient with EFB Desktop, Caice software and CAD.

TEAM MEMBERS:

For the purposes of increasing manpower availability, offering proper geographic coverage of the District and providing a range of specialties to cover every situation, we have invited the above listed firms to join our team for pursuing this districtwide contract.

L. D. Bradley Land Surveyors (SBE) and Clary & Associates (SBE), Inc. will both supply resources in the form of surveying and mapping support, providing extra staff strength where needed. We have a long working relationship with Arnold Johns, PSM of L. D.

Bradley…this firm has completed many projects for District 2. This will be our first collaboration with Clary & Associates…they are a respected provider of surveying services to FDOT. Greg Clary, PSM has 45 years of professional experience.

Lochrane Consulting Engineers & Surveyors (SBE) will be responsible for Subsurface Utility investigation on the contract and will also provide Survey field support where the need arises. Lochrane has served FDOT District 2 for 18 years…its Company Survey Principal, Michael Cavalere, PSM, has 45 years experience in the public and private sectors. DFLA has partnered with Lochrane on past projects with great success.

Mapping support and Title research, where needed, will be provided by O’Neal Surveying & Mapping, Inc. (DBE/SBE). This firm, under the direction of Mary O’Neal, PSM, are specialists in preparing Right-of-Way and control mapping for FDOT. In 2012 they added the service of providing Title Reports, and have done so on over 50 projects in Districts 2 and 3. They are currently teamed on nearly all District 2 Districtwide Surveying & Mapping contracts to provide Title research.

If Photogrammetry or scanning become part of an assignment, then team member I.F. Rooks & Associates, Inc. (SBE) will provide these services. Project Manager Ike Rooks, PSM has delivered the firm’s services to each of FDOT’s 8 districts.

Donald F. Lee and Associates, Inc., and our team members, greatly appreciate the opportunity to submit this Letter of Response. As always, we look forward to our continued service to FDOT District 2, and are very grateful for your kind consideration.

Respectfully, Donald F. Lee, PSM Tim Delbene, PSM

TEAM MEMBER KEY STAFF PROJECT TASK

L.D. Bradley Land Surveyors Arnold Johns, PSM Survey & Mapping Support

Clary & Associates, Inc. Greg Clary, PSM Survey & Mapping Support

Lochrane Consulting Engineers & Surveyors Michael Cavalere, PSM S.U.E. & Survey Support

O’Neal Surveying & Mapping, Inc. Mary O’Neal, PSM Mapping Support & Title Research

I.F. Rooks & Associates, Inc. Ike Rooks, PSM Photogrammetry / Scanning

Prequalification of Prime Consultant and any proposed Subconsultants by advertised type(s) of work:

Consultant Name Project Advertised Major & Minor Work Types

8.1 8.2 8.4 8.3 DBE SB UU

Prime Donald F. Lee & Associates, Inc.

S u b c o n s u lt a n ts

L. D. Bradley Land Surveyors

Lochrane Consulting Engineers &Surveyors

O'Neal Surveying & Mapping, Inc.

I. F. Rooks & Associates, Inc.

Clary and Associates, Inc.

SB = Small Business UU = Under-utilized work type; subconsultant is fulfilling an under-utilized work type

My firm has submitted a Bid Opportunity List through the Equal Opportunity Compliance System for this project.

https://www3.dot.state.fl.us/EqualOpportunityCompliance/Account.aspx/LogIn?ReturnUrl=%2fEqualOpportunityCompliance%2f

REQUEST FOR TECHNICAL PROPOSAL

DESCRIPTION:

Districtwide Surveying and Mapping

County: District Wide/Various Locations

Financial Identification Number(s) (FIN): TCN: 17253

DISTRICT TWO

FLORIDA DEPARTMENT OF TRANSPORTATION

REVISED 3/26/2015

INDEX

SECTION PAGE

1) PURPOSE 3

2) IMPORTANT DATES 3

3) SCOPE OF SERVICES 3

4) LENGTH OF CONSULTANT SERVICES 3

5) CONTRACT RESTRICTIONS AND METHOD OF COMPENSATION 3

6) PRE-PROPOSAL ITEMS 6

7) ABBREVIATED WRITTEN TECHNICAL PROPOSAL 6

8) CONSULTANT SELECTION 7

9) NEGOTIATIONS 7

10) PROJECT MANAGER 9

EXHIBITS

A. SCOPE OF SERVICES

B. PRE-PROPOSAL ITEMS (Use the following link for items #1-5) http://www2.dot.state.fl.us/proceduraldocuments/forms/ByNumber.asp?index=3

1) TRUTH IN NEGOTIATIONS CERTIFICATION (form #375-030-30)

2) CERTIFICATION FOR DISCLOSURE OF LOBBYING ACTIVITIES (form #375-030-33)

3) CERTIFICATION REGARDING DEBARMENT, AND ETC. (form #375-030-32)

4) PROFESSIONAL SERVICES DBE OR SMALL BUSINESS COMMITMENT FORM

(form #375-030-83)

5) VENDOR CERTIFICATION REGARDING SCRUTINIZED COMPANIES LISTS (form #

375-030-60)

6) CERTIFICATION OF CONSULTANT ADDRESSES

7) OTHER SUBMITTALS

C. TECHNICAL GUIDELINES & EVALUATION FORMS

1) ABBREVIATED WRITTEN TECHNICAL PROPOSAL

2) EVALUATION FORMS

D. CONTRACTUAL INFORMATION

1) STANDARD PROFESSIONAL SERVICES AGREEMENT (form #375-030-12)) http://www2.dot.state.fl.us/proceduraldocuments/forms/ByNumber.asp?index=3

2) METHOD OF COMPENSATION

3) PROFESSIONAL LIABLITY AMOUNT GUIDELINES

4) SIGNATURE AUTHORITY

E. NEGOTIATION INFORMATION

1) AUDIT PACKAGE AND PRICE PROPOSAL – NEGOTIATION HANDBOOK

http://www.dot.state.fl.us/procurement/pubs/pubsmenu.shtm

2) NEGOTIATION SCHEDULE

3) WORK EFFORT INSTRUCTIONS

4) STAFF-HOUR FORMS (Provided by the Project Manager upon request)

1) PURPOSE:

The Florida Department of Transportation (FDOT), hereinafter called the Department, requires consultant services for Districtwide Surveying and Mapping.

The Department is considering three Consultant firms for the final selection. The firms are requested to prepare an Abbreviated Written Technical Proposal for the anticipated work, which will include data about the firm’s probable job performance and manpower application. This information is necessary to complete the evaluation of each firm’s ability to provide the desired services.

2) IMPORTANT DATES:

Scope of Services Meeting: None Information Cut-off Date and Time: September 14, 2016 at 5:00 PM Pre-Proposal Items Due Date: September 16, 2016 at 2:00 PM Abbreviated Written Technical’s Due: September 23, 2016 Scope Clarification/Begin Negotiation Meeting: None

3) SCOPE OF SERVICES:

For a detailed description of the required consultant services, refer to EXHIBIT “A”, Scope of Services. Detailed scopes for specific projects will be provided when consultant services are required.

It has been determined by the Department that a Scope of Services meeting will not be necessary for this project.

4) LENGTH OF CONSULTANT SERVICES:

Length of services for this contract will be five years.

5) CONTRACT RESTRICTIONS AND PROPOSED METHOD OF COMPENSATION:

The following information is furnished to the consultant firm for consideration during the preparation for the Abbreviated Written Technical Proposal:

A) PROFESSIONAL LIABILITY: The consultant firm selected to perform the desired services must have professional liability insurance coverage. If their present coverage is insufficient, the consultant firm must obtain additional coverage at no cost to the Department. (See “Professional Liability Guidelines” in Exhibit “D”) The coverage must extend three years beyond the completion of the services. (Please note the Liability Clause, paragraph 4.B of the Professional Services Agreement Terms (Form #375-030-

12) http://www.dot.state.fl.us/procurement/pubs/pubsmenu.shtm

B) SUB CONTRACTUAL SERVICES: The Department must approve services assigned to sub-consultants in advance. The sub-consultants must be qualified to perform all work assigned to them.

C) METHOD OF COMPENSATION: The Department anticipated that a lump sum or limiting amount will be established for this contract. The fee will compensate the Consultant for costs associated with this contract. These costs will include employee salaries, overhead, fringe benefit allowances, travel costs, and other expenses related to the performance of this work.

In addition to compensating the Consultant for project costs, the fee will include an operating margin for professional services. The operating margin will be a factor of the direct salary costs.

D) PROGRESS PAYMENTS: 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 via the Internet utilizing the Consultant Invoice Transmittal System (CITS). The Consultant selected for this contract is required to have a Corporate User Identification (ID) to access the system and the person(s) responsible for invoicing is also required to have a User ID.

A request for a Corporate User ID package is located on the Internet at:

http://www.dot.state.fl.us/computersecurity/Corporate_Access/CorporateAccess.shtm.

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 time of invoice submittal, the consultant will report sub-consultant payments through the Department’s Equal Opportunity Reporting System by logging on to the Equal Opportunity Reporting System via the Internet at http://www.dot.state.fl.us/equalopportunityoffice/ .

The Consultant will pay all sub-consultants their proportional share of payments received from the Department within seven working days of the Consultant’s receipt of payment from the Department.

The Department will render a decision on the acceptability of services within five working days of receipt of either the services or invoice whichever 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.

E) COMPUTER USAGE: The selected Consultant firm may desire to access the Department’s mainframe for project related tasks. The selected Consultant firm will identify the programs required and submit a written request to the Department’s Project Manager for approval.

F) COPYRIGHTED MATERIAL: Copyrighted material will be accepted as a part of a proposal only if accompanied by a waiver that will allow the Department to make paper and electronic copies necessary for the use of Department staff and agents. It is noted that copyrighted material is not exempt from the Public Records Law, Chapter 119, Florida Statutes. Therefore, such material will be subject to viewing by the public, but copies of the material will not be provided to the public.

G) PUBLIC ENITY CRIMES: A person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a bid, proposal, or reply on a contract to provide any goods or services to a public entity; may not submit a bid, proposal, or reply on a contract with a public entity for the construction or repair of a public building or public work; may not submit bids, proposals, or replies on leases of real property to a public entity; may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity;

and may not transact business any public entity in excess of the threshold amount provided in s. 287.017 for CATEGORY TWO($35,000) for a period of 36 months following the date of being placed on the convicted vendor list.

H) ASPIRATIONAL GOALS: It is the policy of FDOT to encourage the participation of small businesses and disadvantaged business enterprises ("DBE") in all facets of the business activities of FDOT, consistent with applicable laws and regulations. FDOT has established an aspiration goal of 9.91% DBE usage and an additional 3% Small Business usage for the subject Project. Firms proposing for this Project shall aspire to have nine point ninety one percent (9.91%) or more of the total contract costs performed by DBEs, and an additional three percent (3%) or more of the total contract costs performed by small businesses. Although not a contract requirement, FDOT believes that the aforementioned aspiration goal can realistically be achieved based on current availability of DBEs and small businesses. FDOT further believes that the 12.91% overall goal can be achieved through race neutral means, using standard competitive procurement processes. Pursuant to the provisions of Section 339.0805, Florida Statutes, and rule 14.78.005, Florida Administrative Code, FDOT has adopted rules to provide certified DBEs opportunities to participate in the business activities of FDOT as vendors, contractors, subcontractors, and consultants. FDOT has adopted the DBE definition set forth in Code 49 of Federal Regulations Section 26.5. The Department's DBE directory may be found at the following website:

https://www3.dot.state.fl.us/EqualOpportunityOffice/biznet/mainmenu.asp Firms agree to apply their best efforts to utilize qualified small businesses as vendors, contractors, subcontractors, and consultants for the Project. Qualifications for small businesses may be found at the following website:

http://www.dot.state.fl.us/EqualOpportunityOffice/sizeStandards.shtm Firms will submit the DBE and Small Business Participation Statement as required by the advertisement or the Request for Proposal.

6) PRE-PROPOSAL ITEMS:

The following pre-proposal items, which can be found in EXHIBIT “B”, are to be submitted to the Department electronically in portable document format (.pdf).

A) REQUIRED FORMS PRIME ONLY:

1) Truth in Negotiation

2) Certification of Disclosure of Lobbying Activities

3) Certification Regarding Debarment

4) Professional Services DBE or Small Business Commitment

5) Vendor Certification Regarding Scrutinized Companies Lists

6) Certification of Consultant Addresses

B) REQUIRED FORMS PRIME AND ALL SUBS:

1) Other Submittals: reference items listed in Exhibit “B”; B-1-Cover preprop items;

Other Submittals

The consultants are not to submit a technical proposal or approach to the project with the pre-proposal items unless a written technical proposal is requested in section 7 below.

C) PRE-PROPOSAL DUE DATE:

Pre-proposal items must be received by the District Professional Services Office on or before 2:00 PM September 16, 2016 at the following E-mail address:

cindy.duffany@dot.state.fl.us.

7) ABBREVIATED WRITTEN TECHNICAL PROPOSAL

The…