CN-550000-CAO29-W0020000.pdf

STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION

TASK WORK ORDER FOR PROFESSIONAL SERVICES

375-030-25

PROCUREMENT

08/21

Consultant:

Address:

Date:

1/31/2024

*Limiting or Estimating/Budgeted Amount.

Distribution:

Task Work Order No.:

Contract No.: Payment FM No.:

CAO29 19345211228

$5,262.34

Limit

Limit

Limit

Limit

$12,263.12

$10,355.00

$18,056.28

$84,181.81

(name) (title) Signature

David Roberts Interim State Aviation Manager

Other Notes:

An independent assessment of the staff hours and quantities for the proposed services has been performed, and found to be fair, reasonable, and competitive.

(LS1) Lump sum paid at completion

(LS1) Lump sum paid at completion

Page 1 Total

Page 2 thru 6 Subtotal

Total

(LS1) Lump sum paid at completion

(LS1) Lump sum paid at completion

(LS1) Lump sum paid at completion

(LS1) Lump sum paid at completion

Task 3 - Update Parts 3-5 & Appendices of

Handbook

Task 4 - Update Cover, Change Log, & Table of

Contents

Task 5 - Develop Draft Document

Task 6 - Compile Final Document

Task 1 - Project Coordination

AVCON, Inc.

Mr. Virgil C. Lewis

320 Bayshore Drive, Suite A

Niceville, Florida 32578

(To be entered upon execution of T.W.O.)

Brief Task Description:

In accordance with the above referenced contract, you are authorized to perform the tasks detailed in attached Exhibit A (Scope of Services).

Compensation elements are as follows:

Element Description Amount Estimate/LimitMethod of Compensation

The total amount or the limiting amount of the compensation will be:

All services required under this Task Work Order will be completed on or before:

$64,182.38

$7,686.84 Limit

Task 2 - Update Part 1 & Part 2 of Handbook $10,558.80 Limit

Review and update the 2022-2023 Florida Aviation Project Handbook, including content, references, charts, diagrams, graphics, etc., and deliver the Florida Aviation

Project Handbook 2024. The Project Manager is Mike McClure and can be reached at (850) 414-4506.

Signature

CO ProfServ CO Contract Status Change CO-AVCO

Project Manager

$64,182.38

$0.00

(name) (title)

Mr. Virgil C. Lewis

$64,182.38

Total authorizations to date (including this one):

Departmental Approval:

Consultant Acceptance:

DocuSign Envelope ID: 255BB793-A886-461B-8159-D5E97EFC0DFF

08/10/2023 | 4:31 PM EDT

FLORIDA DEPARTMENT OF TRANSPORTATION

FUNDS APPROVAL

CAO29

8/10/2023

CONTRACT INFORMATION

FUNDS APPROVAL INFORMATION

FUNDS APPROVED/REVIEWED FOR ROBIN M. NAITOVE, CPA, COMPTROLLER ON 8/10/2023

Action: Task Work Order

Reviewed or Approved: APPROVED

Organization Code: 55302000948

Expansion Option: A5

Object Code: 131512

Amount: $64,182.38

Financial Project: 19345211228

Work Activity (FCT): 683

CFDA:

Fiscal Year: 2024

Budget Entity: 55100100

Category/Category Year: 088719/24

Amendment ID: W002

Sequence: 00

User Assigned ID: WO 2

Enc Line (6s)/Status: 0002/04

Total Amount: $64,182.38

Contract: CAO29

Contract Type: CI - MISC. CONSUL. COMPET. NEG. ACT (MISC CCNA)

Vendor Name: AVCON INC

Vendor ID: F592890463001

Beginning Date of This Agreement: 06/16/2023

Ending Date of This Agreement: 06/15/2028

Contract Total/Budgetary Ceiling: bc = $5,000,000.00

Method of Procurement: C - REQUEST FOR PROPOSAL (287.55,F. S.)

Description: Perform planning, environmental, emergency response, security, and technical analysis and services related to statewide

Page1 of 1

To: Kaitlin.Carter@dot.state.fl.us

SCOPE OF SERVICES

CAO29 Task Work Order No. 02

Aviation Project Handbook 2024 Update Florida Department of Transportation – Aviation Office

PURPOSE

The Florida Department of Transportation (FDOT) Aviation Office (AO) provides statewide guidance to the state’s airports for a variety of planning and programming processes. The purpose of this task work order will be to assist the FDOT AO in updating information contained in the Florida Aviation Project Handbook 2022-2023 to reflect current programs, processes, schedules, and criteria. The updated version of the document will be titled Florida Aviation Project Handbook 2024 and shall continue to address three key objectives to assist in providing a safe, cost-effective, and efficient statewide aviation system:

• Provide updated and accurate information, including eligibility criteria, related to the FDOT Aviation Office grant program for airports

• Provide updated and accurate information on Florida’s Strategic Intermodal System (SIS)

• Provide updated and accurate information on additional aviation-related funding opportunities

This effort will include a review of state and federal grant program processes, schedules, and criteria currently in place and will incorporate those changes. Updates to referenced rules and laws affecting grant funding for Florida airports will be incorporated as applicable. Improvements may also include streamlining and better presenting FDOT and FAA review processes as currently presented in the prior versions of the handbook.

The task will incorporate applicable changes through various text and graphical updates to the existing document and shall follow the format of other similar FDOT guidebooks as a general guide. The Florida Aviation Project Handbook 2024 will be written using plain language to the extent possible and will include updated photos, graphics, charts, and images to convey relevant information.

PROJECT GOALS

The intent of this handbook is to provide airport sponsors, FDOT Districts, and other stakeholders with a manual that reflects the most recent policies and procedures for aviation-related grant program funding.

This update will improve the overall function and usability of the handbook where possible and will attempt to clearly and concisely describe current eligibility criteria and funding requirements. The handbook will evaluate the following objectives when incorporating revisions into the final document:

• A clearly stated Purpose, Goal, and the Intended Result;

• Streamlined and improved presentation of grant program processes, schedules and criteria;

• Identification and documentation of what is new and what has changed from the previous edition;

• Coordination between statewide planning efforts and FDOT criteria for aviation projects, including the Florida Aviation System Plan (FASP), the Continuing Florida Aviation System Planning Process (CFASPP), the Florida Airport Sustainability Guidebook, and others;

• Updates to all references used in the handbook to reflect current editions of those references, to include applicable FAA Advisory Circulars, Orders, Policy, Procedures, and other reference materials.

PROJECT TASKS

For this update, the following six tasks shall be performed:

Task 1 – Project Coordination

The Consultant shall prepare the applicable subconsultant agreement documents. Consultant shall also prepare an agenda and participate in a Kick-Off Meeting teleconference #1 (virtual) with FDOT AO staff to discuss the process for updating the text, exhibits and potential sources in the handbook. The kick-off teleconference will include a review of the key personnel participating in the task and their respective roles. The proposed project approach and task schedule will be discussed, and minutes shall be distributed.

The Consultant shall coordinate among key staff members for this assignment and present a meeting schedule for future team coordination. It is anticipated that three people with varied backgrounds will comprise a Consultant Review Committee to offer varying perspectives. The Consultant shall review project objectives with AO staff and key team personnel to ensure project objectives are specifically addressed during the various tasks under this task work order.

Consultant shall coordinate with representatives from the FAA Orlando Airports District office to obtain anticipated federal timelines for funding programs and other changes affecting airport grant funding for FY2024 and beyond.

DELIVERABLES

The Consultant will provide the following deliverables for Task 1 (in .pdf format):

• Subconsultant agreement

• Minutes from Kick-Off Teleconference

• Proposed Consultant Review Committee meeting schedule

• Correspondence resulting from FAA Airport District Office

Task 2 – Update Part 1 & Part 2 of Handbook

The Consultant and key staff shall read and review Parts 1 & 2 of Florida Aviation Project Handbook 2022- 2023 to identify obsolete information and to evaluate accuracy, improved ways to present data, and applicability of web-links used throughout the document. The committee members shall identify and summarize recommended updates and revisions to Part 1 and Part 2 of the handbook, including potential revisions to text, checklists, exhibits, and tables as applicable to ensure an accurate representation of FAA and FDOT aviation programs and policies. The committee shall also suggest additions and revisions to convey information while improving consistency, appearance, and usability of the document.

Consultant shall participate in a Consultant Review Committee teleconference #2 (virtual) to discuss enhancement opportunities and updates for Part 1 and Part 2 from the Florida Aviation Project Handbook

2022-2023 document. Following the meeting, the Consultant shall formalize and submit recommended revisions to Part 1 and Part 2 to AO staff for concurrence. Incorporation of the revisions will occur separately in Task 5.

The Consultant will provide the following deliverables for Task 2:

• Summary of Salient Points from Task 2 Consultant Review Committee teleconference call

• Mark-ups of recommended enhancements and revisions for Part 1 and Part 2 in .pdf format for FDOT Aviation Office review and comment.

Task 3 – Update Parts 3-5 & Appendices of Handbook

The Consultant and key staff shall read and review Parts 3, 4, 5 and Appendices of Florida Aviation Project Handbook 2022-2023 to identify obsolete information and to evaluate accuracy, improved ways to present data, and applicability of web-links used throughout the document. The committee members shall identify and summarize recommended updates and revisions to the handbook, including potential revisions to text, checklists, exhibits, and tables as applicable to ensure an accurate representation of FAA and FDOT aviation programs and policies. The committee shall also suggest additions and revisions to convey information while improving consistency, appearance, and usability of the document.

Consultant shall participate in a Consultant Review Committee teleconference #3 (virtual) to discuss enhancement opportunities and updates for Parts 3, 4, 5 and Appendices from the Florida Aviation Project Handbook 2022-2023 document. Following the meeting, the Consultant shall formalize and submit recommended revisions to Parts 3, 4, 5 and Appendices to AO staff for concurrence. Incorporation of the revisions will occur separately in Task 5.

The Consultant will provide the following deliverables for Task 3:

• Summary of Salient Points from Task 3 Consultant Review Committee teleconference call

• Mark-ups of recommended enhancements and revisions for Part 3, Part 4, Part 5 and the

Appendices in .pdf format for FDOT Aviation Office review and comment.

Task 4 – Update Cover, Change Log, & Table of Contents

The Consultant shall coordinate with FDOT to obtain photographs submitted with nominations from FDOT annual awards. Upon receipt of photographs, Consultant shall review the various project photos and develop draft cover alternatives for FDOT AO review and comment. A minimum of two cover alternatives will be provided for FDOT AO review.

The Consultant key staff shall review the change log and table of contents in the 2022-2023 version of the Florida Aviation Project Handbook for recommendations and suggested updates. The updated change log will summarize the material revisions made to the Florida Aviation Project Handbook from the previous edition. The recommended edits for the change log and table of contents will be summarized and.

Consultant will participate in a subsequent Consultant Review Committee teleconference call #4 (virtual) to review and discuss the recommended updates and edits. Following the meeting, the Consultant shall formalize and submit recommended revisions to the table of contents and change log to AO staff for concurrence. Incorporation of the revisions will occur separately in Task 5.

The Consultant will provide the following deliverables for Task 5:

• Summary of Salient Points from Task 4 Consultant Review Committee conference call

• A minimum of two draft cover concepts (in .pdf format) for the Florida Aviation Project

Handbook 2024 for FDOT Aviation Office review and comment.

• Mark-ups of recommended enhancements and revisions for the change log and the table of contents in .pdf format for FDOT Aviation Office review and comment.

Task 5 – Develop Draft Document

The preferred cover alternative will be refined based on comments received from AO staff. The Consultant shall review all comments received in response to the deliverables in Tasks 2-4 and shall incorporate revisions as required to address these comments accordingly. These updates and revisions will be incorporated into a single draft document representing the proposed Florida Aviation Project Handbook 2024. The draft document shall include revised covers, Table of Contents, Change Log, Parts 1-5, and Appendices. A review and confirmation of all website references will be performed.

A quality control review of the draft version of the Florida Aviation Project Handbook 2024 will be performed to ensure grammatical accuracy and consistency in cross-references, hyperlinks, and overall formatting appearance. The comments resulting from the quality review shall be submitted to FDOT Aviation Office for final review and comment.

The Consultant will provide the following deliverables for Task 5:

• Draft copy of the Florida Aviation Project Handbook 2024 in .pdf format for FDOT Aviation Office review.

• Summary of recommended edits resulting from quality control review.

Task 6 – Compile Final Document

Consultant will participate in a final Consultant Review Committee teleconference #5 (virtual) call to review and discuss the final updates and edits proposed for the final document. Consultant shall incorporate any final review comments received from AO staff, then compile and submit one Final digital copy (in .pdf format and original source files) of the Florida Aviation Project Handbook 2024 for AO use in distributing to the public.

The Consultant will provide the following deliverables for Task 6:

• Summary of Salient Points from Task 6 Consultant Review Committee conference call

• One digital copy of the final Florida Aviation Project Handbook 2024. The original digital source files of the Final version will also be provided.

METHOD OF COMPENSATION

The total project costs for performing the scope of services identified herein are detailed in the Project Budget attached as EXHIBIT A – PROJECT COSTS. Invoices will be submitted at the completion of each task of the project based on approval by the AO-PM.

FINANCIAL CONSEQUENCES

Financial consequences will be enforced per Exhibit “B,” page B-3, of the CAO29 contractual agreement (page 22 of 27, last paragraph).

SCHEDULE

The project will commence upon authorization of the Department. The Consultant and the Department will agree to the timeframe for each deliverable in general accordance with the schedule attached as

EXHIBIT B – PROJECT SCHEDULE.

QUALITY ASSURANCE (QA) AND QUALITY CONTROL (QC)

All project deliverables for this Task Work Order will be provided to the Department in a format that is compliant with Florida Administrative Code Rule Chapter 60-08, Section 508 as it applies to Portable Document Format (PDF) and other digital documents. All final deliverables that will be posted on the FDOT AO website will be provided in Accessible PDF format.

To ensure that the Department’s policy on QA/QC is strictly followed a tailored QA/QC plan has been developed for the Aviation Office general consulting contract and this project. This QA/QC plan incorporates FDOT guidelines and addresses the following:

Grammar and spelling Format (consistent with FDOT requirements) Technical accuracy Conformance to work scope Graphic standards Clear and reproducible text and graphics Incorporation of comments Document control (electronic and hard copies) Schedule

A multi-layered QA/QC process will be utilized to ensure high quality for the Aviation Office. Written documentation verifying compliance with the QA/QC plan will be provided to the Aviation Office Project Manager with each work product. This QA/QC process will involve the following layers of review:

Level 1 – Concurrent review by preparer Level 2 – Consultant Contract Manager/principal author review reflecting proposed defects and corrections Level 3 – Quality assurance manager/project director review of proposed defects and corrections

Progress of the labor effort will be tracked against the project schedule to: (1) determine percent of work completed, and (2) assist the project Consultant in making any modifications that might be necessary to make the project more efficient. Monthly status reports will be generated throughout the course of the project to document the status of the project progress. Regular communication with the FDOT Aviation Office Project Manager will be maintained to identify and address concerns.

EXHIBIT B - PROJECT SCHEDULE

Florida Department of Transportation Aviation Office Contract No. CAO29 Aviation Support Consultant Contract

Task Work Order No.: 02

Task Order Description: Aviation Project Handbook 2024 Update

Consultant: AVCON, INC.

Task 1 - Project Coordination

Task 2 - Update Parts 1 & 2 of Handbook

Task 3 - Update Parts 3-5 & Appendices of Handbook

Task 4 - Update Cover, Change Log, & Table of Contents

Task 5 - Develop Draft Document

Task 6 - Compile Final Document

Project Completion: December 31, 2023

SEP

TASK

OCT DECAUG NOV