CN-550000-CAT09-00020000.pdf

STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION

PROFESSIONAL SERVICES LETTER OF RESPONSE

375-030-22

PROCUREMENT

04/18

Advertisement No.: 24475 DOT FM Number: 443505-1-32-01 / 443506-1-32-01

Submittal Date: 1/18/2024 Project Name: US-1/SR-5 Sun Trail from SE Bridge Rd

& SR-A1A Sun Trail

Consultant’s Name: Stanley Consultants, Inc.

(Firm must use the name shown on the Consultant’s qualification letter.)

Street Address: 1641 Worthington Road, Suite 400

City: West Palm Beach State: FL Zip: 33409

Office Location: West Palm Beach Contact person: Cyndy Kendrick, PE

Phone: 561-584-8768 Contact email: KendrickCynthia@stanleygroup.com 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.

The FDOT Compass promotes Safety, Resiliency, Supply Chain, Technology, Workforce Development and Communities, establishing a baseline for every project. Stanley Consultants, Inc. (Stanley) has assembled a team with in-depth experience on similar enhancement projects along challenging corridors to support these values. Our PM, Cyndy Kendrick PE, with 39+ years of design and management expertise, will simultaneously manage our two-team structure with a focus on maintaining each project’s schedule and budget. Cyndy will actively identify / mitigate risks and leverage our team’s strengths to navigate the project process and provide another quality product on schedule, and within SUN trail funding.

PROPOSED APPROACH & UNDERSTANDING OF ISSUES

Our team conducted a site visit for both projects and met with District 4 PM Damaris Williams, PE and TRC members Robert Bostian, PE and Helen James, PE. We reviewed the Feasibility Study and available documents, and spoke to TRC advisor Peter Buchwald, AICP of the St. Lucie County (SLC) TPO, who was instrumental in the SR A1A Feasibility Study concept development.

Mr. Buchwald stressed a flexible, creative approach to implement the Shared Use Path (SUP) within allocated funding. This contract includes two SUN Trail projects with different schedules: 443505-1, SR 5 in Martin County and 443506-1, SR A1A in SLC. Technical aspects of this LOR focus on the SR A1A segment, while the project management and staffing sections covers both projects. Existing Conditions: The five-mile SR A1A segment just south of the SLC/Indian River County line has several Context Classifications (C4 Urban General, C3R Suburban Residential, C1 Natural, C2 Rural) with posted speeds of 40-45 mph. Right-of-way (R/W) width is typically 100 feet with 11-12 ft travel lanes and bike lanes in each direction. Sidewalk exists on both sides to Jackson Way and then on the west to the project end. Various parks, residential developments and marked crossings, some with Pedestrian Hybrid Beacons (PHB), lie within the corridor. There are tunnels under SR A1A providing direct, east-west beach access at select locations.

Our field review also noted:

375-030-22

PROCUREMENT

• Limited space at right turn lane locations for the SUP

• Hedges and walls at R/W encroach on the required 4 ft clear area

• Opportunities for optimized SUP alignment to reduce tree impacts

• Gopher tortoise burrows requiring environmental coordination Approach to SUP Design: The proposed trail will be designed within FDOT R/W and in accordance with FDM Section 224. Based on recent SUN trail experience, we are aware that less than 12 ft widths are permitted in constrained conditions with Chief Planner approval. Horizontal clearance may not be achievable in all locations and variations may be required. We will analyze critical locations, prepare a SUP Variation Matrix, and request limited variations as was done on our current City of Edgewater SUN Trail project. On the project’s north end, the SUP is proposed behind guardrail where there is heavy vegetation, and there may be opportunities to eliminate guardrail. We will optimize trail elevation throughout to minimize impacts and maintain drainage patterns while meeting vertical criteria and ADA requirements. Handrail at the Sand on the Ocean Condo crossing may be eliminated with proper SUP grade elevation. We also propose to relocate the Avalon Beach Community Entrance crossing to the south side and regrade the area which eliminates the need for a guardrail opening for the SUP.

The SUP will impact pavers and decorative features at four crossover locations. Our team will minimize unavoidable impacts and perform targeted outreach with residents to address their concerns. Our high-profile SR A1A project, (FM 441360-1, Binod Basnet, PE) impacted decorative features, requiring License Agreements (LA). We conducted small, targeted meetings resulting in community support and easier LA executions. This outreach continued during construction resulting in an evaluation of 5 for R/W coordination and 4s in many categories. Signing and Pavement Marking: Wider crosswalks are required at intersections and driveways due to SUP installation. Mid-block, Special Emphasis Crosswalks (SEC) will be provided intermittently to connect to the existing east side sidewalk. Appropriate trail signage will be included for crossings and delineate pedestrian vs bike uses. All impacted signs will be relocated or replaced, including the multi-post sign near Mariana Drive. We noted several faded PHB signs that should be replaced. A Maintenance Memo will be prepared / coordinated with D4 for items to be addressed with maintenance funds to conserve this project’s funds. Signalization / Studies: A new mid-block crossing at Avalon Beach Community Entrance is proposed to cross the trail from east to west on SR A1A.

Considering the posted speed is greater than 35 mph, and for corridor consistency, we suggest a PHB as the best option. We have extensive experience preparing traffic / safety / pedestrian studies, including mid-block crossing evaluations. We begin with a preliminary assessment focusing on improvements allowable under guidance of MUTS, MUTCD, TEM, and FDM. Traffic studies require traffic data collection, which our team is extremely efficient in providing. Our in-house data collection team completes thousands of FDOT traffic counts annually in accordance with the MUTS and FDOT Data Collection Handbook using advanced equipment.

Lighting: LED lighting will be provided for the new mid-block crossing with products on the APL, oriented away from the beach and shielded to comply with Wildlife-Sensitive criteria listed in FDM Table 231.2.1. Environmental: Several potential Section 4(f) resources are present, and portions are within the USFWS’s Coastal Barrier Resources Blue Hole system and Pepper Beach, designated as Otherwise Protected Areas. The trail crosses the FDEP Coastal Construction Control Line (CCCL), is within FWC Consultation / protected areas for various species, and Dark Sky and Wildlife Sensitive Lighting area for sea turtles, but no impacts are anticipated. We will conduct a document / desktop review and coordinate with D4 prior to field reviews which may include general / species-specific surveys and wetland verification / delineation. We will also complete a Level 1 contamination screening. Agency coordination will confirm required permits to be prepared in accordance with D4. An ERP exemption is anticipated, but a General / Individual permit could be required if wetland impacts are unavoidable or “net” water quality treatment is needed, as was required on a recent SUN Trail project we worked on in SLC. If impacts are unavoidable, a USACE Section 404 permit will be prepared. Other permits may include federal and state-protected species, FWC Gopher tortoise relocation and FDEP CCCL permits.

Public Involvement: A CAP Level 2, tailored to area demographics and interest groups, will be submitted. Effective outreach requires clear language, consistent messaging, and feedback opportunities.

We will work with D4 PIO to incorporate FDOT Compass message points into meaningful stakeholder outreach, and those affected by crossing locations will have a more individualized approach as was done on our SR A1A project, FM 441360-1. Our PI partners are familiar faces in the Town of Hobe Sound, Martin / St. Lucie Counties and the MPO / TPO. Utilities: In the field, we observed facilities not identified in the Sunshine 811 report, but all will be addressed through the utility coordination (UC) process. This process includes: identifying facilities; preparing a Conflict Matrix;

establishing SUE needs; conducting Utility Design Meetings;

establishing UWHC agreement requests; obtaining utility work schedules (UWS) and no conflict letters. We have successfully anticipated and mitigated schedule related UC challenges by:

Conducting early UAO meetings to determine UWHC agreements;

Providing UAOs guidance for UWS preparation; Requesting backup UWS with UWHC agreements; Submitting UWS to the Utility and Operations Offices as they become available; and Working with D4 Construction to expedite the Construction Time Estimate. Drainage / Geotechnical: The drainage system is generally open with runoff conveyed to swales and coordination with D4 did not reveal any operational concerns. The project is exempt from SFWMD and SJRWMD ERPs under FAC 62-330.051. Existing drainage patterns will be maintained, and minor losses of treatment volume will be compensated with swale regrading to comply with statute requirements. Narrow swale areas may require French Drain that should function well in the sandy soils but will be confirmed with permeability tests. Soil borings will be performed along the SUP, at PHB mast arms and at gravity wall locations. Landscaping:

Landscaping for beautification is not allowed under SUN funds, but disposition plans for tree removal, relocation and protection will be required. Site harmonization conditions may present opportunities to create more comfortable pedestrian / bicycle spaces. We will evaluate creative solutions within funding guidelines. Lessons Learned: Recent trail projects have taught us that due to rising construction costs, awarded grant funds are often insufficient.

Mitigation strategies include: 1. Use a higher-than-average contingency factor. 2. Apply for additional state funding during Annual Revision Cycle in coordination with D4 SUN Trail Coordinator. 3. Apply for FDEP grants. Per Regional Coordinator Katie White, Recreation Trails Program is a valid option. 4. Avoid incorporating improvements prohibited per grant rules, such as significant milling & resurfacing; 5. Coordinate with Final Plans for readily available, substitute pay items. On a recent project limerock base was expected to cause delays, during coordination coquina was determined to be a suitable substitute.

PROJECT MANAGEMENT

Cyndy is a focused PM and trusted advisor known for her accountability, responsiveness, and proactiveness. A recent D4 contract (CA517, PM Damaris Williams) included two separate projects SR 15, FM 443994-1, and SR 76, FM 443995-1 with distinct scopes and schedules. Cyndy received a management grade of 4.7, and one evaluator commented, “the two 3R projects had very unique project issues to resolve and were met with extraordinary responsiveness”, attesting to Cyndy’s effectiveness. This project also received an FTBA 2023 Best in Construction award. Effective project management includes an internal Project Management Plan to address scope, budget, quality control, resources, risk, and change, as well as communication protocols. Changes are inevitable, but if anticipated and managed correctly, impacts to scope, schedule, budget, and quality are negligible! Our Change Management process ensures team members are kept abreast of changes and controls “scope creep” by documenting, justifying, and accounting for all changes. Two-Team Approach: We propose separate, dedicated design teams for each project. Each team will focus on one project, while Cyndy will focus on coordinating / maintaining both teams on task and schedule. Key staff shown in the table are task leads for both teams but will be supported by distinct team members. Recognizing these projects may be advanced, our approach provides ample resources for dual schedule compliance and advancement. As single point of contact, Cyndy will coordinate directly with Damaris, promptly addressing major design decisions to avoid false starts or revisions. She will coordinate activities with task leaders to ensure all are on track and have sufficient resources and can quickly assign additional resources if needed. Control of Schedule: Cyndy will manage critical path items for both projects to maintain positive float, perform PSEE updates and identify / resolve risk items. Potential risk items (both projects) include timely survey / SUE data. Our team provides multiple survey crews to quickly gather / process data. SR 5-specific risks include FEC RR coordination and BDR approval dictating FEC ped bridge requirements. Our team offers structures personnel adept with FEC related issues. Equally important to both schedules is proactive information provision to D4 liaisons who prepare certification items (rail, R/W, environmental). Our dedicated, two-team structure is designed to easily mitigate risks associated with each project. Control of Budget: Construction cost monitoring is critical! SUN Trail funds are finite, and guidelines dictate allowable improvements. Stakeholder requests, often leading to cost increases, will be mitigated by direct stakeholder discussions to clearly communicate funding limitations / allowances. LRE updates will occur up to IE and be supplemented with cost estimates / quantities at subsequent phases. We are committed to keeping cost estimates up-to-date. Adjacent Projects: There are two RRR projects adjacent to the SR A1A segment: FM 449818-1, and FM 449828-1. Projects adjacent to the SR 5 segment include: FM 436735-1, FLAP Phase I Trail, and FM 448447-1, SR 5 RRR. Cyndy will coordinate regularly with these projects to ensure complimentary improvements and work zone considerations.

PROPOSED KEY PERSONNEL & THEIR ROLES

Stanley will provide services in work groups 3.2, 4.1.1, 4.1.2, 4.2.2, 6.1, 7.3; Carnahan Proctor Cross (CPC) will assist in 3.2, 7.1, 7.2 & 7.3; Manuel G. Vera (DBE) 8.1, 8.2, 8.3 & 8.4; Tierra South Florida (TSF) (DBE) group 9 and Miller Legg (ML) group 15 services; Firefly Group (FG) (SBE/DBE) will perform public outreach and CECOS (SBE/DBE) will handle environmental tasks.

Key Staff / Experience Firm Role / % Availability Cyndy Kendrick PE /39 Stanley PM/Roadway Lead/50% Roberto Jimenez PE /12 Stanley Roadway Lead / 75% Renaud Olivier PE /26 Stanley Drainage / 65% Mo Gopalakrishna PE /31 CPC Lighting / SPM / 90% Wendy Cyriaks /35 CECOS Environmental / 35%

RELEVANT PROJECT EXPERIENCE

SUN Trail, City of Orange Park Lisa Epstein 386-506-5667 SUN Trail, City of Edgewater Randy Coslow, PE 386-424-2400 441360-1 A1A- swk & bike lanes, extensive public outreach

QA/QC: Cyndy’s recently constructed, award-winning SR 15 project, FM 443994-1, demonstrates our commitment to overall quality! Every team member, including subs, will follow our QA/QC plan outlining activities. This formal, 5-step, color-coded process occurs 10-20 days prior to submittal, using our own “typical review items” and D4 checklists for a comprehensive review. We also verify implementation of ERC comment responses and identify new sheet numbers if needed. We understand the effectiveness of “quality first” to avoid re-work and errors. At our pre-QC meeting, applicable lessons learned are reviewed. Stanley’s Amin Ahmed, PE, will serve as QA officer certifying all submittals, including our subconsultants’. Why Stanley?: Every project we work on is guided by our vision to improve lives by creating a safe, sustainable, and connected world. We bring added value to D4 with a stable, skilled work staff and a PM with extensive D4 experience and solid track record. Our team is committed to quality and can efficiently advance production. We look forward to working with Damaris on these multi-modal projects!

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

Consultant Name Project Advertised Major & Minor Work Types

3.2 4.1.1 4.1.2 4.2.2 6.1 7.1 7.2 7.3 8.1 8.2 DBE SB UU

Prime Stanley Consultants, Inc.

Su bc on su lta nt s

Carnahan, Proctor & Cross, Inc.

Cyriacks Environmental Consulting Services, Inc.

Firefly Communications Inc.

Manuel G. Vera & Associates, Inc.

Miller, Legg & Associates, Inc.

Tierra South Florida Inc.

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

8.3 8.4 9.1 9.2 9.4.1 15.0 Other DBE SB UU

Prime Stanley Consultants, Inc.

Su bc on su lta nt s

Carnahan, Proctor & Cross, Inc.

Cyriacks Environmental Consulting Services, Inc.

Firefly Communications Inc.

Manuel G. Vera & Associates, Inc.

Miller, Legg & Associates, Inc.

Tierra South Florida Inc.

SB = Small Business UU = Under-utilized work type; subconsultant is a professional services firm and is prequalified in the Under-Utilized

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

DBE SB UU

Prime

Su bc on su lta nt s

SB = Small Business UU = Under-utilized work type; subconsultant is a professional services firm and is prequalified in the Under-Utilized

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

STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION

PROFESSIONAL SERVICES - RFP

February 12, 2024

MCissell@chasolutions.com jaranda@jmt.com KendrickCynthia@stanleygroup.com

Re: Request for Proposal - AD#24475 - Design Services for US-1/SR-5 Sun Trail from SE Bridge Road to Hobe Sound National Wildlife Refuge; SR-A1A Sun Trail from Ft. Pierce Inlet State Park to St. Lucie County/Indian River County Line

Dear Consultant:

I am pleased to advise you that your firm has been shortlisted for the AD#24475 - Design Services for US-1/SR-5 Sun Trail from SE Bridge Road to Hobe Sound National Wildlife Refuge; SR- A1A Sun Trail from Ft. Pierce Inlet State Park to St. Lucie County/Indian River County Line. To enable the Department to complete the evaluation of your firm, you are requested to prepare resumes, an organization chart or staffing chart, and to participate in an interview with the technical review committee. The resumes and organization chart or staffing chart must be prepared in accordance with the enclosed information, which includes a scope of services. Resumes, required forms, and organization chart or staffing chart shall be e-mailed to d4.profserv@dot.state.fl.us. All documents are due by 3:00 PM, February 26, 2024.

The interviews are scheduled for February 27, 2024 in Manatee Conference Room at the D4 Headquarters.

Note: All times listed in this letter and attached documents are Eastern Time Zone unless specifically noted otherwise.

Sincerely, Jane Gaston, Contract Analyst II Procurement Office

Attachments CC: Damaris Williams, P.E.

Request For Proposals For

AD#24475 - Design Services for US-1/SR-5 Sun Trail from SE Bridge Road to Hobe Sound National Wildlife Refuge; SR-A1A Sun Trail from Ft. Pierce Inlet State Park to St. Lucie

County/Indian River County Line

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. Consultant Interviews:

10. Consultant Selection:

11. Contract Negotiations:

12. Schedule:

Attachment A – Scope of Services

Attachment B – Standard Professional Services Agreement Terms

Attachment C – Interview Evaluation Form

Attachment D – Required Certifications

Request For Proposals

1. Purpose:

The Florida Department of Transportation requires professional services for the project known as AD#24475 - Design Services for US-1/SR-5 Sun Trail from SE Bridge Road to Hobe Sound National Wildlife Refuge; SR-A1A Sun Trail from Ft. Pierce Inlet State Park to St. Lucie County/Indian River County Line. 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 resumes, organization chart or staffing chart, required certification, forms, and to participate in an interview to discuss qualifications for the project.

Shortlisted Consultants:

CHA Consulting, Inc.

Johnson, Mirmiran & Thompson, Inc.

Stanley Consultants, 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 50 months. The consultant services shall begin only upon the receipt of a written Notice to Proceed (NTP) from the Department. The term of the contract is 10 years.

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: $750,000.00. 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 http://www.fdot.gov/procurement/pdf/Rule%2014-75.pdf

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 DBE commitments in the Equal Opportunity website after contract execution. Also, if you are awarded supplemental agreements as part of this project, the DBE commitments will also need to be reported.

4.5 Method of Compensation:

The Department anticipates a lump sum with limiting amounts will be established for this contract. A Total Maximum Limiting Amount shall be established based upon final negotiations and shall compensate the consultant for costs associated with the project.

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, https://pdl.fdot.gov/api/form/downloadAttachment/10980573 https://fdotwp1.dot.state.fl.us/EqualOpportunityCompliance/Account.aspx/LogIn?ReturnUrl=%2fEqualOpportunityCompliance https://fdotwp1.dot.state.fl.us/EqualOpportunityCompliance/Account.aspx/LogIn?ReturnUrl=%2fEqualOpportunityCompliance https://gcc01.safelinks.protection.outlook.com/?url=https%3A%2F%2Ffdotwww.blob.core.windows.net%2Fsitefinity%2Fdocs%2Fdefault-source%2Fequalopporunity%2Feoc-rcs-user-manual%2Feoc-system-access-request-form.pdf%3Fsfvrsn%3D899539b3_0&data=02%7C01%7CKelly.Walls%40dot.state.fl.us%7C72c061ab81c841be0eb408d703d68c8a%7Cdb21de5dbc9c420c8f3f8f08f85b5ada%7C0%7C0%7C636982092320368962&sdata=KYy0%2FLjCiK5oF%2F2PSqs662Qm%2BB%2F63Kw7%2BzUYl%2BDqe0Q%3D&reserved=0 mailto:EOOHELP@dot.state.fl.us 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 contract 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:

https://vendor.myfloridamarketplace.com/

Jane Gaston, Procurement Office, MS Florida Department of Transportation, 3400 W. Commercial Blvd., Fort Lauderdale, FL 33309, Phone: 954-777-4620, E-mail address: d4.profserv@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 February 23, 2024.

There is no deadline for contract or administrative questions.

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

Please note that there is no requirement for submittal of technical proposals.

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 per person. 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. A maximum (2) page schedule (11” x 17”) shall be submitted. The proposed schedule shall illustrate the sequence of events for highway improvements (roadway design, surveys, drainage, traffic operations plans, and utility adjustment plans, etc.). To be consistent, also please type your proposed schedule in months (example:

16 months). Font size of 11, with ½ inch margins are recommended for clarity, but not required for Consultant submittals. 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 http://www.fdot.gov/procurement/SubmittalExamples.shtm

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

Estimate of Work Effort – Project Staff Hour Summary Form. The consultant must submit the Project Staff Hour Summary Form for this project in the format provided by the FDOT included in this Request for Proposal (RFP) package. Consultants can obtain the standard Project Estimate of Work Effort – Project Staff Hour Summary form by accessing the following link: http://www.fdot.gov/designsupport/Scope/default.shtm Any work done by a subconsultant shall be clearly identified.

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. 375-031-06, E-Verify – Attachment D

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

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 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 http://www.fdot.gov/designsupport/Scope/default.shtm 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 d4.profserv@dot.state.fl.us. Deadline for FDOT receipt of file is 3:00 PM on February 26, 2024. All submittals may be subject to public records requests. Zipped email attachments are NOT acceptable, and will be disabled by FDOT’s email server due to security reasons.

9. Consultant Interviews:

Consultants under consideration for this project will be interviewed by the Technical Review Committee (TRC) in person, or by video-conference if TRC member(s) are in a district and cannot travel on the date of interviews.

9.1 INTERVIEW REQUIREMENTS: The following guidelines will govern the interviews:

(1) A portion of the prepared Interview questions shall be common to all shortlisted Consultants. The Department may prepare additional questions that are unique for a Consultant based on the Consultant’s Letter of Response, organization/staffing chart, or other information. TRC members may also ask follow-up clarifying questions during the Interview, where time permits.

(2) The Department may pose questions about hypothetical or actual projects, or situational questions, but only during the follow-up Question and Answer portion.

(3) Just prior to the start of the Interview, each Consultant team shall be given the prepared questions to review for five (5) minutes. One copy of the questions shall be provided to each member of the Consultant team. The Consultant may keep the copy of the questions during the Interview. The Consultant may not leave the Interview room to review the questions. The Consultant firm remains in the same room as the TRC and Professional Services Unit (PSU) staff when reviewing the questions. The five minutes for reviewing questions is not considered as part of the Interview.

Discussions by the Consultant team members during the 5 minute review are not part of the Interview process, and are not considered in evaluation of the Consultant.

(4) Introductions of Consultant staff and Department staff are also not counted as part of the Interview time. Interviews are limited to 45 minutes total, inclusive of Consultant opening statement and Questions and Answers

(Q&A). Ten (10) minutes will be allowed after the Interview for follow-up questions pertaining to the Consultant’s responses and Consultant closing statement (closing statement is optional and only if time permits). PSU shall be timekeeper, and is responsible for ensuring the Consultant firm adheres to the stated time limits. The Interview may conclude early if less time is actually required. Each Consultant firm may make an opening statement of approximately 5 minutes (opening statement is optional). The opening statement shall not be separately timed.

(5) Attendance at the interview by the Consultant’s proposed Project Manager is strongly recommended.

(6) A maximum of 6 attendees per Consultant team is allowed. Switching out of participants in the Interview room is not permitted. If a proposed subconsultant is listed as a subconsultant on more than one (1) team for a single project, then it is the responsibility of the subconsultant to disclose this information with each respective team. The Department representatives in attendance will at a minimum be the members of the Technical Review Committee and a Procurement Office representative (interview facilitator).

(7) No handouts other than standard paper business cards will be allowed before, during, or after the interview.

(8) The Department shall supply and make available either a standard white board or flip chart with markers during the interview. The Consultant is not permitted to bring in prepared diagrams or drawings to display on the Department-supplied flip chart or white board. Procurement will discard the flip chart pages at the completion of the interview. Flip charts and/or white board illustrations will not be given to TRC for evaluation after the interview.

Consultant may begin drawing as soon as the questions are handed to them (the beginning of the five minutes of review).

(9) No visual aides are permitted during the interview.

(10) Consultants may bring in paper notepads or index cards with notes during their interviews, for their own reference and use. The notepads and index cards will not be left behind for the Department, nor shared with the TRC.

(11) Consultants are not permitted to refer to smartphones, tablets, laptops, or other electronic devices during the course of the Interview.

9.2 SCHEDULE OF INTERVIEWS: Interviews are scheduled for February 27, 2024 and will be conducted in Manatee Conference Room, Florida Department of Transportation, D4 Headquarters, 3400 W. Commercial Blvd., Fort Lauderdale, FL 33309.

The order of interviews will be established by random drawing.

Firm: Time:

1. Johnson, Mirmiran & Thompson, Inc. 1:00 PM

2. CHA Consulting, Inc. 2:15 PM

3. Stanley Consultants, Inc. 3:30 PM

4.

5.

6.

10. Consultant Selection:

A technical review committee will review the 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 of organization chart or staffing chart, resumes, and interviews.

Evaluations and comments will be provided to the Selection Committee.

The Selection Committee, consisting of Steven C. Braun, P.E. District Secretary / John P.

Krane, P.E. Director of Transportation Development / Paul A. Lampley, P.E. Director of Transportation Operations; 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 firm ranked number 1 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 firm ranked number 1, 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. The Consultant will be requested to submit a detailed Staff Hour Estimate and Fee Proposal with the support information to the Department. Staff Hour Estimates for PD&E, roadway and bridge design projects must be submitted in the Staff Hour Estimating spreadsheet provided by the Department.

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

12. Schedule:

Date Time Action

February 23, 2024 5:00 PM Cutoff Date for Technical Questions February 26, 2024 3:00 PM Resumes, organization chart or staffing chart, required certification, and forms due (aka Phase II Submittal Deadline)

February 27, 2024 1:00 PM Interviews Begin March 18, 2024 9:30 AM Final Selection

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

Date Time Action

Scope Clarification Meeting March 25, 2024 12:00 PM Fee Proposal Due April 11, 2024 Planned end of Negotiation Date

(Negotiation conclusion date) May 17, 2024 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

December 20, 2023

EXHIBIT A

SCOPE OF SERVICES

FOR

Financial Project ID: 443505-1-32-01 Financial Project ID: 443506-1-32-01

FDOT District 4

Martin and St. Lucie

Stage 1 Scope Page A-2 FPID: 443505-1-32-01

Table of Contents

1 PURPOSE

2 PROJECT DESCRIPTION

2.1 Project General and Roadway (Activities 3, 4, and 5)

2.2 Drainage (Activities 6a and 6b)

2.3 Selective Clearing and Grubbing (Activity 6c)

2.4 Utilities Coordination (Activity 7)

2.5 Environmental Permits and Environmental Clearances (Activity 8)

2.6 Structures (Activities 9 - 18)

2.7 Signing and Pavement Markings (Activities 19 & 20)

2.8 Signalization (Activities 21 & 22)

2.9 Lighting (Activities 23 & 24)

2.10 Landscape (Activities 25 & 26)

2.11 Survey (Activity 27)

2.12 Photogrammetry (Activity 28)

2.13 Mapping (Activity 29)

2.14 Terrestrial Mobile LiDAR (Activity 30)

2.15 Architecture (Activity 31) (N/A)

2.16 Noise Barriers (Activity 32) (N/A)

2.17 Intelligent Transportation Systems (Activities 33 & 34) (N/A)

2.18 Geotechnical (Activity 35)

2.19 Project Schedule

2.20 Submittals

2.21 Provisions for Work

2.22 Services to be Performed by the DEPARTMENT

3 PROJECT COMMON AND PROJECT GENERAL TASKS

3.1 Public Involvement

3.1.1 Community Awareness Plan

3.1.2 Notifications

3.1.3 Preparing Mailing Lists

3.1.4 Median Modification Letters

3.1.5 Driveway Modification Letters

3.1.6 Newsletters

3.1.7 Renderings and Fly-Throughs

Stage 1 Scope Page A-3…