CN-550000-CAM48.pdf

STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION

PROFESSIONAL SERVICES LETTER OF RESPONSE

375-030-22

PROCUREMENT

04/18

Advertisement No.: 23273 DOT FM Number: TBA

Submittal Date: 10/10/2022 Project Name: District Wide Surveying and Mapping

Consultant’s Name: SAM Surveying And Mapping, LLC (Firm must use the name shown on the Consultant’s qualification letter.)

Street Address: 2844 Pablo Avenue

City: Tallahassee State: Florida Zip: 32308

Office Location: Tallahassee, FL Contact person: Jim Melcher, P.S.M.

Phone: 850-610-7155 Contact email: jim.melcher@sam.biz By submittal of this letter the Consultant certifies that all information provided in the letter is true and accurate. The Consultant further certifies that staff proposed are currently employed by the firm(s) identified, or the Consultant shall provide a statement indicating when staff will become employed by the identified firm(s).

The Letter of Response should address 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 font 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.

SAM Surveying And Mapping, LLC (SAM) appreciates the opportunity to offer our professional services to Florida Department of Transportation (FDOT) District 2 for this contract. We are dedicated to continuing to serve the District with clear, open communication; quality products; timely delivery; and a value-minded approach to projects. SAM offers a complete suite of geospatial solutions, including land surveying, airborne/mobile/terrestrial LiDAR, Subsurface Utility Engineering (SUE), Utility Coordination, aerial and mobile mapping, GIS, and 3D Laser Scanning.

For this contract, SAM has strategically partnered with two (2) DBE and one (1) SBE subconsultants (subs), along with McKim & Creed (MKC) for SUE support, to provide District 2 with a highly qualified team (the SAM Team) that has more than adequate capacity, equipment, and manpower to handle the workload for this contract, even if multiple assignments occur simultaneously. Our Team of seasoned professionals are experienced working on FDOT projects, have worked together in the past, and bring the requisite expertise to perform all requested survey services. Our Team has offices throughout the District to ensure a quick response to any project.

As the prime consultant, SAM will lead, manage and coordinate all aspects of this contract and will be the primary contact for all subs. SAM will provide peer review for work performed by our subs to ensure services and deliverables meet FDOT’s and SAM’s high standards. SAM is prequalified in work groups 8.1, 8.2, 8.3, and 8.4 as described in Florida Administrative Code Rule 14-75.

SAM has committed 15% of this contract for DBE and SBE participation. Our subs include DBE firm Geomatics Corporation (GEO) and SBE firm L.D. Bradley Surveyors (LDB), which will provide additional survey support. DBE firm American Government Services (AGS) will provide title search services in support of preliminary and final Right of Way maps. Our subs are prequalified in work groups 8.1, 8.2, 8.4, 21.0, and 24.0.

375-030-22

PROCUREMENT

The SAM Team has the capability to perform all survey services necessary to prepare engineering design and construction plans in District 2, including Control/Alignment/Design Survey, SUE, Right-of-Way Survey, TIITF Sketches, Certified Control Survey Maps, Right of Way Maps, Parcel Legal Descriptions, and Title Search Reports. Services and deliverables will comply with all pertinent Florida Statutes and applicable rules in the Florida Administrative Code, the Statewide Surveying and Mapping Handbook, and all District 2 Survey and Mapping Guidelines and Checklists.

PROPOSED APPROACH

Every successful project starts with a clear understanding of the project objective and schedule. SAM recognizes that failure to deliver on schedule can directly affect the review process, engineering process, and final construction date. SAM avoids delays by developing a clear scope, setting and maintaining the project schedule, and allowing time for thorough QA/QC.

Upon receipt of a Task Order, SAM will gather the necessary research documents needed for the project, conduct a field review, and determine the best methodology for data collection and schedule. As needed, SAM will coordinate a meeting with the District PM to discuss any other project specific information, such as existing ground control points, safety concerns, priorities and any special guidelines or specifications.

SAM will assign the necessary resources, staff, and equipment to deliver all data and will prepare a written scope of work, including the schedule and fee/man hours to present to the District for review/approval. We will work within the guidance of the Statewide Surveying and Mapping Handbook, as well as specific District 2 Survey and Mapping Guidelines and Checklists. As applicable, the scope will include designating and/or locating all existing subsurface utilities using standard geophysical prospecting techniques, including test holes with vacuum excavation for “safe dig” operations. Upon receiving NTP from FDOT, the SAM Team will hold an internal kick-off meeting to ensure that all assigned staff, including technicians, field crews and any assigned subcontractors, understand the scope, project limits, tasks, schedule, and project specific standards.

High quality deliverables: The SAM Team provides high quality deliverables through the application of rigorous Quality Assurance (QA) processes and procedures to our proven workflows. Our workflows have been developed and refined over years of performing these services. After completion of each task in the workflow, SAM performs Quality Control (QC) activities to ensure that all data meets and/or exceeds quality requirements before we proceed to the next step. SAM will furnish all field survey data gathered by use of electronic field book to the District in an FDOT-approved readable format. All work will be performed under the direct supervision of Florida licensed Professional Surveyors and Mappers with two levels of Quality Control checks performed before submission to the District as Final.

UNDERSTANDING / RESOLVING CRITICAL ISSUES

Through our considerable experience with FDOT, SAM understands that every project comes with its own unique issues (e.g. budget constraints, time sensitive needs). We will address and mitigate these issues through good planning, tracking key milestones, and assigning the right personnel to the project. Our Team is solution-oriented and applies our decades of collective and individual experience to anticipate critical issues and mitigate or solve them before they adversely affect the budget and/or schedule. We know District 2 will benefit from an experienced team that provides:

Timely response to any project within District 2: With offices in Tallahassee and Jacksonville and the strategic location of our subs, the SAM Team is able to scale resources, as needed, to be responsive to projects anywhere within the District, even when those projects occur simultaneously. Our experience with FDOT gives us unique insight into the issues and challenges you may face, as well as a strong ability to provide relevant and forward-looking solutions. If applicable, our Mobile LiDAR and Unmanned Aerial System (UAS) LiDAR housed and operated in SAM’s Tallahassee office allows for quick response time to the District.

Financial responsibility: SAM will consider creative approaches to projects to help conserve FDOT resources. We understand it is also our responsibility to be good stewards of taxpayer dollars. We will scrutinize every Task Order to find the most cost effective approach, while meeting project needs. We will provide the best possible service to FDOT and the people of Florida, while working to minimize cost.

High-quality surveying projects achieved through state of the art equipment: We know District 2 wants accurate, reliable deliverables. SAM employs the latest technologies in the field and office. Our survey field crews mobilize with the best data collection and communication tools available. Trimble robotic total stations and dual-frequency GPS survey equipment meet the needs for the most demanding surveying projects.

Survey tablets with integrated laptops, data collection, navigations systems, and digital cameras provide real-time data exchange between field and office operations, increasing speed and productivity in data collection and management. SAM’s survey technicians use fully integrated CAD workstations in the office, equipped with fast dual-monitor workstations and loaded with the latest versions of Autodesk Civil 3D, MicroStation, OpenRoads Design (ORD), GEOPAK, CAiCE, SMDS, Cyclone, and Cloudworx applications for survey computation. In addition, we own and operate several different leading High-Definition Scanners (HDS) for ultra-high-speed terrestrial LiDAR scanning. These scanners deliver highly accurate point cloud data with fast and dense collection at varying ranges for a variety of project parameters.

Single firm point of contact capable of delivering a broad range of services: The SAM Team offers the District the simplicity and security of a single point of contact to manage this contract, bolstered by the combined experience of our subs.

A culture of innovation and technology to improve project execution and deliverables: SAM’s internal Applied Technology group focuses primarily on research and development of emerging technologies and workflows to assist with the changing needs of our clients. In addition, SAM utilizes the latest technologies available, and assigns highly trained staff to ensure we provide the highest quality services available to our clients.

SAM has provided high-quality surveying deliverables to FDOT for over 25 years. Our recent FDOT Consultant Grade History report for Work Type 8.2, Contract Number C9W00, District 2 is a composite grade of 3.5.

KEY PERSONNEL

Firm Name and Role

SAM

Jim Melcher, P.S.M. will be the Senior Surveyor for this contract. He has more than 29 years of survey experience in research, preparing and reviewing right-of-way maps, title searches, legal descriptions, field data, and control surveys on transportation projects.

He has an extensive background in the primary analysis of field data and is highly proficient in Bentley ORD, Microstation / Geopak, Autodesk, and CAiCE formats. He has excellent problem-solving skills, combined with strong organizational and communication skills that allow him to lead teams and achieve production and financial performance goals.

SAM

Fred Bermudez, P.S.M. has 27 years of surveying and mapping experience overseeing field work and quality control for in a wide variety of public and private sector projects across Florida. He has trained and directed office and field staff in the use of Bentley ORD /TopoDOT, Autodesk Civil3D, Cloudworx, Leica Cyclone, Trimble Business Center, and other survey related software packages.

SAM

Charlie Heise, CPUL serves as our SUE Project Manager with 27 years of experience managing and training survey and SUE crews.

He has the skills to complete successful geophysical investigations on a wide range of project and site types under nearly any conditions to fit specific client needs. He also specializes in full Utility Coordination, comprised of conflict resolution, utility owner liaison, and design consultation.

SAM

Luiz Cortes, P.S.M. has 32 years of experience in photogrammetric engineering and surveying and serves as our Project Manager for Aerial Mapping. He is well versed in all phases of photogrammetry and LiDAR, including aerial and terrestrial acquisition planning, photo and LiDAR control survey, DTM and planimetric stereo compilation, and LiDAR extraction, contour mapping, digital orthophotography, and GIS database.

GEO Pablo Ferrari, P.S.M. has over 27 years of experience and will serve as a Senior Surveyor for this project. He brings experience in every aspect of the services needed for this contract.

LDB

Branden Harvey has 20 years of experience and will support SAM’s Senior Surveyor for this contract. He is proficient in MicroStation, Open Roads Designer, CAiCE, EFBP, Geopak and AutoCAD Civil 3D and skilled in applying these programs to the FDOT software application packages to maintain FDOT CAD standards.

MKC Matt LaLuzerne, P.S.M. will serve as supporting Senior Surveyor. Considered a subject matter expert in remote sensing for transportation projects, he has worked on design surveys of hundreds of corridor miles of FDOT roadways.

AGS Tammy Mehl has 20+ years of experience in the real estate industry and has been with American Government Services (AGS) since 1998. Ms. Mehl is actively involved in the day-to-day operations of AGS, including managing the Research Department.

RELEVANT PROJECT EXPERIENCE SUMMARY

• Contract C-A007 PD&E of CR 361B over Rocky Creek Bridge Replacement (FDOT District 2): Relevant Services:

Control/Alignment/Design Survey; Right-of-Way Survey; Certified Control Survey Maps

• Contract C9W00 TWO1 SR 10 from the Madison County Line to County Road 49 Suwanee County, FL-FP 4342961 (FDOT District 2): Relevant Services: Control/Alignment/Design Survey; Right-of-Way Survey; Certified Control Survey Maps

• Contract C9W00 TWO2 SR 55 / US 221 from Cedar Street to the Madison County Line, Taylor County FL-FP 4410581 (FDOT District 2): Relevant Services: Control/Alignment/Design Survey

• Contract C9W00 TWO5 SR 53 from SR 10 /Washington Street to the Georgia State Line Madison County, FL-FP 4323161 (FDOT District 2): Relevant Services: Control/Alignment/Design Survey; Subsurface Utility Location; Right-of-Way Survey

• Contract CAD63 Clet Harvey Road over Turkey Creek Bridge No. 274092 Baker County, FL-FP 4363311 (FDOT District 2):

Relevant Services: Control / Alignment/ Design Survey; Certified Control Survey / Maintenance Maps: Right of Way Survey, Right of Way Maps; Legal Description Preparation

• Contract C9W00 TWO6 SR 200 from the Alachua County Line to Container Road Bradford County, FL-FP 4472041 (FDOT District 2): Relevant Services: Control/Alignment/Design Survey; Right-of-Way Survey

SAM looks forward to the opportunity to work in continued partnership with FDOT to serve the people of Florida. We take pride in providing high-quality services that will aid District 2 in its mission to enhance mobility and continually improve the safety of the traveling public.

Sincerely, Jim Melcher, P.S.M.

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

Consultant Name Project Advertised Major & Minor Work Types

8.2 8.1 8.3 8.4 21.0 24.0 DBE SB UU

Prime SAM Surveying And Mapping, LLC (SAM)

Su bc on su lta nt s

Geomatics Corporation (GEO)

McKim & Creed (MKC)

L.D. Bradley (LDB)

American Government Services (AGS)

SB = Small Business UU = Under-utilized work type; subconsultant is a professional services firm and is prequalified in the Under-Utilized Work Group. Refer to the advertisement for applicability.

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

https://fdotwp1.dot.state.fl.us/EqualOpportunityCompliance/Account.aspx/LogIn?ReturnUrl=%2fEqualOpportunityCompliance

Request For Technical Proposals For

District Wide Surveying and Mapping

1. Purpose:

2. Scope of Consultant Services:

3. Length of Consultant Services:

4. Contract Restrictions & Proposed Method of Compensation:

5. Staffing Requirements:

6. Scope of Services Meeting:

7. Deadline for Questions:

8. Resumes, Organization Chart or Staffing Chart, Required Certification, and Forms:

9. Technical Proposals:

10. Consultant Selection:

11. Contract Negotiations:

12. Schedule:

Attachment A – Scope of Services

Attachment B – Standard Professional Services Agreement Terms

Attachment C – Technical Proposal Evaluation Form

Attachment D – Required Certifications

Request For Proposals

1. Purpose:

The Florida Department of Transportation requires professional services for the project known as District Wide Surveying and Mapping. Additional information is necessary to complete the evaluation of each shortlisted consultant’s ability to provide the desired services. As a result, each shortlisted consultant is requested to provide a Technical Proposal, resumes, organization chart or staffing chart, and required certifications and forms.

Shortlisted Consultants:

ECHO UES, Inc.

Manuel G. Vera & Associates, Inc.

Sam Suveying & Mapping, LLC Volkert, Inc.

2. Scope of Consultant Services:

For a detailed description of the required consultant services, refer to Attachment A, Scope of Services.

3. Length of Consultant Services:

The consultant services are scheduled for a maximum period of 60 months. The consultant services shall begin only upon the receipt of written notice (i.e. Task Work Order) from the Department. The term of the contract is 60 months.

4. Contract Restrictions & Proposed Method of Compensation:

A standard consultant contract will be executed with the selected consultant for this project. The standard contract terms are provided as Attachment B. The following additional information is furnished to the consultant firm for consideration:

4.1 Professional Liability Insurance Requirement: $250,000.00. For purposes of contracting, only Professional Liability Insurance from a company or companies authorized to do business in the State of Florida is acceptable. The selected prime consultant shall submit proof of Professional Liability Insurance coverage in the minimum threshold amount designated above, prior to contracting. The policy/ies and coverage described herein may be subject to a deductible. Pay all deductibles as required by the policy. The Department shall be notified in writing within ten days of any cancellation, notice of cancellation, lapse, renewal, or proposed change to any policy or coverage described herein. The Department’s approval or failure to disapprove any policy/ies, coverage, or ACORD Certificates shall not relieve or excuse any obligation to procure and maintain the insurance required herein, nor serve as a waiver of any rights or defenses the Department may have. No policy/ies or coverage described herein may contain or be subject to a Retention or a Self-Insured Retention. A commitment letter from a financial institution is also not acceptable for purposes of contracting.

4.2 Computer Usage: The selected Consultant firm may desire to use the Department's mainframe computer (not CADD) for project related tasks.

Requested computer services will be considered during the contract negotiations.

4.3 Subconsultant Services: Services assigned to subconsultants must be approved in advance by the Department. Subconsultants performing the standard types of work covered by Rule Chapter 14-75, F.A.C., must be technically prequalified with the Department or have an application for prequalification under review at the time that they are proposed.

Subconsultants with fees less than $500,000, and/or performing specialty services (non-standard types of work), a self-certified overhead statement may be accepted. These overhead statements must be sent to Central Office for review and approval.

Private attorney services may not be utilized on Department contracts without advance approval from the Attorney General’s Office. The advance approval may only be requested by Agency General Counsel (FDOT), and not the consultant firm. Since approval cannot be assumed, consultant firms shall refrain from proposing legal firms as part of the professional services consultant team in their procurement response and proposal documents. As referenced in Section 287.059(3), F.S.:

“An agency requesting approval for the use of private attorney services shall first offer to contract with the Department of Legal Affairs for such attorney services at a cost pursuant to mutual agreement. The Attorney General shall decide on a case-by-case basis to accept or decline to provide such attorney services as staffing, expertise, or other legal or economic considerations warrant. If the Attorney General declines to provide the requested attorney services, the Attorney General’s written approval shall include a statement that the private attorney services requested cannot be provided by the office of the Attorney General or that such private attorney services are cost-effective in the opinion of the Attorney General. The Attorney General shall not consider political affiliation in making such decision. The office of the Attorney General shall respond to the request of an agency for prior written approval within 10 working days after receiving such request. The Attorney General may request additional information necessary for evaluation of a request. The Attorney General shall respond to the request within 10 working days after receipt of the requested information.”

When universities or colleges are needed to perform services, the Department’s Project Manager shall procure such services by means of either a University Master Agreement task work order, a governmental agency contract, or a competitive solicitation for contractual services, as appropriate (reference Section 287.057(21), F.S.). Universities proposed as subconsultants will not be added to the professional services contract.

4.4 DBE/Small Business Participation:

The Department encourages DBE and small business firms to compete for professional services projects, and also encourages all other firms to use DBE and small business consultants as subconsultants. However, use of DBE and small business subconsultants is not mandatory and no preference points will be given during the selection process for DBE and/or small business participation.

Consultants shall complete Form No. 375-030-83 to indicate commitments anticipated for the project.

Federal law requires states to maintain a database of all firms that are participating or attempting to participate in DOT-assisted contracts. To assist the Department in this endeavor, consultants should have already submitted their Bid Opportunity List through the Department’s Equal Opportunity Compliance System found at the following link (https://fdotwp1.dot.state.fl.us/EqualOpportunityCompliance/Account.aspx/LogIn?

ReturnUrl=%2fEqualOpportunityCompliance). If you have not yet completed your bid opportunity list through this online application, please do so at this time.

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.

Consultants please be reminded that if you are selected on this project, you need to enter your subconsultant commitments of each task work order in the Equal Opportunity website after invoice has been paid in CITS. Also, if you are awarded amendments to task work orders, the subconsultant commitments will also need to be reported after the respective invoice has been paid.

4.5 Method of Compensation:

This will be a task assignment type contract. A fee and method of compensation will be negotiated for each task assignment.

4.6 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 with 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.

4.7 Vendor Registration through E-PROCUREMENT: As per Rule 60A-1.030, all consultants doing business with the State shall register in the MyFloridaMarketPlace system. Information about the registration process is available, and registration may be completed by linking to the following web address: https://vendor.myfloridamarketplace.com

NOTE: Contracts procured under s. 287.055, Florida Statutes are exempt from the 1% transaction fee. Interested persons lacking internet access may request assistance from MyFloridaMarketPlace Customer Services at (866) FLA-EPRO (352-3776) or State Purchasing, 4050 Esplanade Drive, Suite 300, Tallahassee, Florida 32399.

4.8 Inspector General: The Consultant 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.

5. Staffing Requirements:

After submittal of Letters and up through contract execution, proposed subconsultants/subcontractors/sub-vendors, teaming arrangements, or key staff of the Consultant cannot be changed or substituted except in instances of force majeure or in the event of circumstances that cannot reasonably be anticipated and/or are beyond the control of the prime consultant. In such cases, changes or substitutions are subject to the discretion of the Department, and cannot be made without written approval of the Department. All such requests made during the procurement must be routed and coordinated through PSU only, as the official point of contact during contract procurement. After contract execution, subconsultant/subcontractor/sub-vendor, teaming arrangement, or key staff changes/substitutions require pre-approval of the Department’s Project Manager before implementing. All qualification/certification requirements of the original advertisement shall govern, where applicable.

6. Scope of Services Meeting:

A Scope of Services meeting is not required for this project.

7. Deadline for Questions:

Any technical or administrative questions shall be addressed to the following:

Robert D. Williams, Procurement Office Phone: (396) 961-7568 E-mail address: robert.williams@dot.state.fl.us

NOTE: The shortlisted consultant teams shall not have any conversations concerning this project with the project manager, technical review committee, selection committee, or any other persons regarding issues related to this project other than the specified procurement office personnel identified above.

The deadline for technical questions is November 14, 2022.

There is no deadline for contract or administrative questions.

8. Resumes, Organization Chart or Staffing Chart, Required Certification, and Forms:

The firms being considered for this project are required to electronically submit resumes, organization chart or staffing chart, required certification, and forms.

Resumes must be no longer than 2 pages per resume. The organization chart or staffing chart is limited to a one page chart which can be either 8 ½” x 11” or 11” x 17”, at the discretion of the Consultant. Font size of 11, with ½ inch margins are recommended for clarity, for Consultant submittals. Note: The Technical Proposal has a required font size and margin as specified in section 9 of this RFP. The Consultant firm may elect to submit an organization chart OR staffing chart, not both. Examples of acceptable and unacceptable content for organization charts, staffing charts, staff hour estimate charts, and a link to the Construction Training and Qualification Program (CTQP) system can be found at this link. Organization, staffing, or staff hour estimate charts containing extra narrative content (not in conformance with examples) will be deemed unacceptable, at the sole discretion of the Procurement Office, and will not be passed on to the Technical Review Committee for review and evaluation with the other submittals.

Resumes and organization chart or staffing chart shall include sufficient information to enable the Department to evaluate the technical capability of the firms to provide the desired services. Resumes shall be included only of persons who will actually be playing key roles in the project, if selected. Resumes and organization chart or staffing chart shall not contain links to other web pages that would provide additional technical content.

8.1 Other Information & Required Certifications:

Organization Chart or Staffing Chart and Resumes (including Subconsultants): Consultant shall include the names and levels of key personnel (including Project Manager), names of subconsultant staff (if any). Resumes are limited to 2 pages in length.

Form No. 375-030-30, Truth in Negotiation Certification-Attachment D

Form No. 375-030-83, Professional Services Commitment Form–

Attachment D

Form No. 375-030-32, Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion for Federal Aid Contracts – Attachment D

Form No. 375-030-33, Certification for Disclosure of Lobbying Activities on Federal-Aid Contracts – Attachment D

Form No. 375-030-34, Disclosure of Lobbying Activities – Attachment D If this form is not applicable for your firm, please sign your firm name and write N/A on the top of the form.

Form No. 375-030-60, Vendor Certification Regarding Scrutinized Companies Lists – Attachment D

Form No. 375-031-06, E-Verify – Attachment D

Construction Training and Qualification Program (CTQP) printouts may also be submitted, if applicable.

Consultant Address Form

The forms provided in Attachment D shall be executed by an officer of the consultant firm submitting the proposal.

8.2 Copyrighted Material:

Copyrighted material will be accepted as part of a technical proposal only if accompanied by a waiver that will allow the FDOT to make paper or electronic copies necessary for the use of Department staff and agents. It is noted that copyrighted material is not exempted 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.

8.3 Submittal of resumes, organization chart or staffing chart, required certification, and forms:

The resumes, organization chart or staffing chart, required certification, and forms shall be submitted as an attached, single computer file via e-mail. PDF (Adobe Acrobat) is the preferred format, but a Word file is acceptable. Please do not include cover sheets or dividers. The Department has a 20 MB limit on e-mail attachments. The file shall be sent to robert.williams@dot.state.fl.us.

Deadline for FDOT receipt of file is 2:00 pm on November 22, 2022. All submittals may be subject to public records requests.

9. Technical Proposals:

Consultants under consideration for this project will be required to submit a Technical

Proposal to be reviewed by the Technical Review Committee (TRC). The Technical Proposal is due by 2:00 pm, on November 22, 2022.

The firms being considered for this project are required to electronically submit a written technical proposal. The proposal is not to exceed 5 single-sided, letter sized (8 ½ x 11) pages, and minimum font size of 11, with ½ inch margins. Please be aware that all font (including graphics, tables, and captions on photos) is limited to 11 point font. Font must not be condensed. The page limit does not include resumes, organization chart or staffing chart, and required certifications and forms. Technical Proposal shall not contain links to other web pages that would provide additional technical content.

Technical proposal shall include sufficient information to enable the Department to evaluate the firm’s technical capability for providing the desired services.

The technical proposal shall include, at a minimum, those items described in Attachment C – Technical Proposal Evaluation Form.

10. Consultant Selection:

A technical review committee will review the Technical Proposal, resumes and the organization chart or staffing chart received from the consultant firms being considered for final selection. Attachment C provides the criteria to be considered by the technical review committee in the evaluation. Evaluations and comments will be provided to the Selection Committee.

The Selection Committee, consisting of Greg Evans, District Secretary; Travis Humphries, P.E., Director of Transpotation Operations; Robert L. Parks, P.E., Director of Transpotation Develop; Jordan L. Green, P.E., District Transporation Support Manager; and a representative of the Procurement Office, will meet to discuss the capabilities of the consultant firms. At the discretion of the Committee, other persons may be requested to provide information at the meeting.

The results of the final selection meeting will be posted on the FDOT Procurement Advertisements web page.

11. Contract Negotiations:

Contract discussions will be initiated with the firms ranked numbers 1 and 2 by the Selection Committee. The consultant will be asked to prepare a fee proposal with backup information to support the proposed wage rates for the services. The consultant's audit information will be used to determine the allowance for administrative overhead and fringe benefits for the project, facilities capital cost of money and direct expense percentage. If subconsultants are proposed to work on the project, information to substantiate each firm's overhead rate and proposed wage rates will also be required.

Should the Department be unable to negotiate a fair, reasonable, and competitive price for the consultant services with the firms ranked numbers 1 and 2, the Department will terminate the negotiations. The Department will then begin contract negotiations with the next ranked firm.

The proposed costs MUST be submitted in the Automated Fee Proposal Spreadsheet.

The Automated Fee Proposal and Guidelines can be obtained by accessing the following link and clicking on the Automated Fee Proposal Spreadsheet:

http://www.fdot.gov/procurement/formmenu.shtm.

When completing the AFP, it is the expectation that the Consultant submit resumes for each individual proposed on the project. Consultants, please understand that it is critical that you classify proposed staff in accordance with Attachment B of the Negotiation Handbook. If proposed staff is classed inappropriately, it may cause delays in having to revisit the staff hours (if applicable for this project). In order to minimize time delays, please utilize the Negotiation Handbook typical definitions found in Attachment B to best decide the proposed classifications.

Upon completion of the Automated Fee Proposal, the Awarded Prime Consultant shall email the Automated Fee Proposal to the District Professional Services Unit.

The Awarded Prime Consultant MUST also prepare the back-up information to support the proposed wage, overhead and expense costs for services proposed.

The due date for the Automated Fee Proposal and backup documentation shall be provided in the Request for Fee Proposal document (or e-mail).

This webpage also contains an Automated Fee Proposal User’s Guide which may be very helpful in understanding the spreadsheet. At a minimum, the fee proposal shall include the following:

Identification of the Basis for Proposed Wage Rates Approved Overhead and Fringe Benefits and Expense Percentage Proposed Operating Margin Identification of the Basis for Loaded Rates Subconsultant Costs

The negotiated compensation will be in an amount the Department determines is fair, competitive, and reasonable considering the scope and complexity of the project.

12. Schedule:

Date Time Action

November 14, 2022 5:00 PM Cutoff Date for Technical Questions November 22, 2022 2:00 pm Technical Proposals, resumes, organization chart or staffing chart, and required certifications and forms due (aka Phase II Submittal Deadline)

December 12, 2022 10:00 am Final Selection

Dates for selected firm after final selection, please note dates are subject to change:

Date Time Action December 27, 2022 3:00 pm Fee Proposal Due January 18, 2023 Planned end of Negotiation Date

(Negotiation conclusion date) February 18, 2023 Planned Date of Execution

Note: All times listed in this document are Eastern Time Zone unless specifically noted otherwise.

A-1

Attachment A – Scope of Services

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Stage II (8-3-22)

SCOPE OF SERVICES

DISTRICTWIDE SURVEYING AND MAPPING SERVICES

A. General

The CONSULTANT shall perform all survey services necessary to prepare the engineering design and construction plans. Survey services and deliverable data must be in accordance with the DEPARTMENT’S current procedures, including special instructions and directions issued in writing by the DEPARTMENT’S SURVEY Manager. Survey services must also comply with all pertinent Florida Statutes and applicable rules in the Florida Administrative Code.

The CONSULTANT shall provide the DEPARTMENT with legible copies of all pertinent information utilized in making the field survey. All field survey data gathered by use of electronic field book will be furnished in a FDOT approved readable format. All surveys performed for the Department shall be in compliance with the Statewide

Surveying and Mapping Handbook as well as specific District Two Survey and Mapping Guidelines and

Checklists and will require a certified surveyors report by a Professional Surveyor and Mapper, licensed to practice in the State of Florida.

B. Control/Alignment/Design Survey

The CONSULTANT will provide all survey information required for the preparation of complete construction plans for the project, including all transitions. Design survey services will be performed in a manner that will perpetuate the control and reference system through the construction and final estimate activities.

C. Subsurface Utility Location

The CONSULTANT will provide all services required for obtaining subsurface utility facilities including designating, locating and surveying.

Definitions: The term “designate” in the Scope of Services shall mean to indicate, by marking, the presence and approximate horizontal location and depth of all existing subsurface utilities using standard geophysical prospecting techniques. The CONSULTANT does not guarantee the accuracy of such designations as substitutions for as-built information obtained during any demolition, excavation, or construction activities.

The term “locate” shall mean to obtain an accurate position (horizontal and vertical) of subsurface utilities by excavating a test hole and recording the position by survey methods.

D. Right-of-Way Survey

E. Certified Control Survey Maps:

The field Right of Way Survey is to be presented in the format of a certified drawing on standard size reproducible film. The CONSULTANT shall certify this drawing as a Control Survey which meets the Standards of Practice adopted by the Florida Department of Agriculture & Consumer Services, Board of Professional Surveyors and

Mappers, Chapter 5J-17 of the Florida Administrative Code and Department procedure 550-030-101a.

F. Right of Way Maps:

The CONSULTANT will be responsible for the complete preparation of preliminary and final Right of Way maps for the full length of the project. The CONSULTANT will identify all areas that require Title Search.

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G. Title Search Reports:

The CONSULTANT shall acquire a Title Search Report from a title company that has access to a title plant for each parcel where Right of Way is required. Each Title Search Report shall contain a completed cover sheet (copy attached as an example on following page) with responses to all requested information and shall contain as a minimum the requirements of the DEPARTMENT’s Surveying and Mapping Handbook. Cover sheets shall be provided to the title company by the Prime Consultant and shall be completed on 8 ½” x 11” (letter sized) paper.

Note: Order five copies of all Title Search Reports and submit four copies to the DEPARTMENT with the Right of Way maps at the 60% preliminary review stage.

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****Title Company Name****

FIN. Project ID No.: To: Department of Transportation FDOT Parcel No.: P.O. Box 1089 TITLE SEARCH No.: Lake City, FL 32056 TAX PARCEL No.: ATTN: Judith Rowell

REPORT THROUGH DATE:

ROAD NUMBER:

CAPTION:

Note: If the legal is over five lines long, please reference the legal by instrument / O.R. Book / Page and attach the legal page to the report as an attachment.

LAST GRANTEE OF RECORD AND ADDRESS:

Note: Address must be the latest address from the deed or tax roll.

INSTRUMENT: BOOK: PAGE:

DATED: FILED:

DOCUMENTARY STAMPS:

GRANTOR:

FIVE-YEAR HISTORY OF CONVEYANCE:

ENCUMBRANCES OF RECORD:

OUTSTANDING JUDGEMENTS:

MISCELLANEOUS INFORMATION:

TAXES PAID: HOMESTEAD EXEMPTION:

DELINQUENT TAXES:

PROBATE AND GUARDIANSHIP PROCEEDINGS:

TRUSTEES OF THE INTERNAL IMPROVEMENT FUND RESERVATIONS:

The undersigned hereby certifies that the foregoing title search report shows the present apparent ownership of the lands described above together with all outstanding encumbrances affecting such lands as disclosed by the public records of County, Florida.

Dated this day of , 20 at o’clock .M.

BY:

Signature & Name typed & title

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H. Legal Descriptions

Legal property descriptions shall be prepared by the CONSULTANT and be in accordance with the DEPARTMENT's "Surveying and Mapping Handbook". The CONSULTANT shall submit one copy of each legal description to the DEPARTMENT with the Title Search Report. The CONSULTANT shall be responsible for delivering all legal property descriptions in the DEPARTMENT’s current word processing software format.

I. Trustee Internal Improvement Trust Fund (TIITF) Sketches

a. Sovereign Submerged Land Survey - Survey and include in the database the linear distance of the approximate safe upland line, mean high water line or ordinary high water line, as directed by the DEPARTMENT, at an established elevation (NAVD 1988) as provided by the DEP. Safe upland line is 0.5 feet above the mean high water line or ordinary high water line. Coordinate with the Permits Engineer in the Planning and Environmental Office of the DEPARTMENT before location work begins.

b. The CONSULTANT will be responsible for the complete preparation of the TIITF sketches.

Complete TIITF sketches will be prepared as shown by the DEPARTMENT’s handout examples and in compliance with the Standards of Practice for Land Surveyors as set forth in Florida Administrative Code Chapter 5J-17, pursuant to Florida Statute Chapter 472.027, and any other special instructions. The CONSULTANT will submit maps to the DEPARTMENT for review at the required stages of completion. Quality assurance check prints must be included with each stage Submittal.

c. Legal property descriptions will be prepared by the CONSULTANT and be in accordance with the DEPARTMENT’s Surveying and Mapping Handbook. The CONSULTANT will submit one copy of each legal description to the DEPARTMENT with the Title Search Report. The CONSULTANT will be responsible for delivering all legal property descriptions in the DEPARTMENT’s current word processing software format.

J. Court Exhibit Preparation

The CONSULTANT shall prepare all necessary court exhibits.

K. QUALITY ASSURANCE PROGRAM

The CONSULTANT shall be responsible for the complete preparation of Right of Way maps and QAR for the project. Complete Right of Way key and detail maps shall be prepared in accordance with the DEPARTMENT'S Surveying and Mapping Handbook and in compliance with the Standards of Practice for

Land Surveyors as set forth in Florida Administrative Code Chapter 5J-17, pursuant to Florida Statute Chapter 472.027, and any other special instructions. Right of Way detail maps will be line drawings (aerial photo base is at the discretion of the District Right of Way Surveyor) prepared to DEPARTMENT size and format. The CONSULTANT will submit key maps, detail maps and legal descriptions to the DEPARTMENT for review at stages of completion as specified by the DEPARTMENT. The CONSULTANT shall prepare all the required information in a format that allows fee appraisers to complete their assigned tasks according to Topic No. 550-030-101-c.

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L. SUBCONTRACT SERVICES

Due to the nature and scope of the required services, it may be desirable for the Consultant to subcontract portions of the work. The consultant shall be authorized to subcontract these services under the provisions of this document.

The subcontracting firms must be approved in writing and pre-qualified by the Department prior to initiation of work.

M. PERFORMANCE MEASURES

Performance evaluations will be made in accordance with the Professional Services Consultant Work

Performance Evaluation Procedure No. 375-030-007 as referenced in Section 7B of the Standard

Professional Services Agreement Terms, Form No. 375-030-12.

N. FINANCIAL CONSEQUENCES

Financial Consequences for unsatisfactory performance are referenced in Section 3I of the Standard

Professional Services Agreement Terms, Form No. 375-030-12.

O. DEPARTMENT'S RESPONSIBILITIES

The DOT will furnish any existing Right of Way Maps and control for the projects.

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Attachment B – Standard Professional Services Agreement Terms http://www.fdot.gov/procurement/pubsmenu.shtm

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Attachment C – Technical Proposal Evaluation Form

Project Description:

Consultant Name: FIN No.:

1-3

4-7

8-10

Comments:

1-3

4-7

8-10 track and updating schedule when required.

Comments:

4. Excellent - Understands all aspects for project schedule, including keeping project on

SUBTOTAL

1. Poor - Project scheduling not addressed.

2. Fair - Project scheduling not clear or complete.

3. Good - Most aspects covered pertaining to project schedule.

B. Typical Project Scheduling (0-10)

1. Poor - No explanation of project workflow.

2. Fair - Minimal explanation of project workflow.

3. Good - Logical project workflow process outlined in proposal.

4. Excellent - Complete, detailed, and thorough explanation of project workflow.

0 0

In order to be consistent and establish adequate documentation of the review process, the Evaluation should address all items listed in the grade sheet and numerically reflect written statements on listed items. Written comments shall be provided.

A. Typical Project Workflow (0-10)

I. PROJECT APPROACH

STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION

DISTRICT II PROFESSIONAL SERVICES

EVALUATION REVIEW OF SURVEY PROPOSALS

II. PROJECT PREPARATION

1-3

4-7

8-10

Comments:

1-3

4-7

8-10

Comments:

1-3

4-7

8-10 proposal.

Comments:

4. Excellent - Provided a complete, detailed, and thorough understanding of the scope.

1. Poor - Serious deficiencies in project research and preparation.

SUBTOTAL

2. Fair - Minimal project research and preparation mentioned in proposal.

3. Good - Most aspects of project research and preparation discussed in proposal.

4. Excellent - Thorough explanation of project research and preperation discussed in projects within District 2.

C. Typical Project Research and Preparation (0-10)

2. Fair - Minimal understanding of overall project scoping.

3. Good - Discussed and provided a general outline of the overall project scope.

3. Good - Extensive experience on prior transportation projects mentioned.

4. Excellent - Extensive experience on FDOT transportation projects, including specific

B. Project Scoping (0-10)

A. Project Types (0-10)

1. Poor - No experience on prior transportation projects mentioned.

2. Fair - Minimal experience on prior transportation projects mentioned.

0 0

1. Poor - No understanding of overall project scoping.

III. PROJECT TEAM

1-3

4-7

8-10

Comments:

1. Staff has no experience on similar projects and/or as a Firm/Team. 0

2. Staff has minimal experience on similar projects and/or as a Firm/Team; minimal DOT 1-5 experience.

3. Projects designed as a Firm/Team in the past have received high grades in quality; 6-11 number & location of subconsultants may create coordination problems.

4. Highly competent team which has designed similar projects; staff and subconsultants 12-15

Comments:

1. No mention of availability in proposal. 0

2. Questionable for normal response capabilities. 1-2

3. Adequate availability for normal response capabilities. 3-4

4. Available for immediate and accelerated schedule. 5

Comments:

C. Availability (0-5) similar projects and with FDOT.

B. Staff/Team Quality (0-15)

SUBTOTAL

have received high quality grades; minimal number of subconsultants. Past experience with subs show that coordination problems will be minimal.

1. No prior project management experience mentioned in proposal.

2.…