CN-550000-CAT73-00010000.pdf

STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION

PROFESSIONAL SERVICES - RFP

April 29, 2024 jborges@chacompanies.com syang@ctseinc.com james.spinks@volkert.com

Re: Request for Proposal - AD# 25406 Districtwide Traffic Operations Access Management Consultant

Dear Consultant:

I am pleased to advise you that your firm has been shortlisted for the AD# 25406 Districtwide Traffic Operations Access Management Consultant. 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, May 13, 2024.

The interviews are scheduled for May 14, 2024 in D4-DO1, Auditorium at the District 4 Headquarters.

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

Sincerely, Tai Marie Schuster, Contract Analyst II Procurement Office

Attachments CC: Nadir Rodrigues, P.E.

DocuSign Envelope ID: 2999443D-9ECC-4449-B323-BEA73C1D0375

Request For Proposals For

AD# 25406 Districtwide Traffic Operations Access Management Consultant

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# 25406 Districtwide Traffic Operations Access Management Consultant.

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.

CTS Engineering, Inc.

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 5 years. 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 5 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: $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 http://www.fdot.gov/procurement/pdf/Rule%2014-75.pdf

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

DocuSign Envelope ID: 2999443D-9ECC-4449-B323-BEA73C1D0375 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 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:

Tai Marie Schuster, Procurement Office, MS N/A Florida Department of Transportation, 3400 West Commercial Blvd., Fort Lauderdale, FL https://vendor.myfloridamarketplace.com/

33309, Phone: , 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 May 10, 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. 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

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 – http://www.fdot.gov/procurement/SubmittalExamples.shtm

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. 375-031-06, 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 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 May 13, 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) Consultant may bring one unaltered aerial plot, 24” x 36” maximum for use during the interview. Split views are allowed, as long as the overall total size does not exceed 24” x 36”. No alterations other than a North arrow as well as street names can be shown on the aerial for locating purposes when brought to the interview. The unaltered aerial plot may be marked up or drawn upon by the Consultant during the interview, but not before the interview begins. One aerial per project may be submitted. No other visual aides are allowed.

(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 May 14, 2024 and will be conducted in D4-DO1, Auditorium, Florida Department of Transportation, District 4 Headquarters, 3400 West Commercial Blvd., Fort Lauderdale, FL 33309.

The order of interviews will be established by random drawing.

Firm: Time:

1. CTS Engineering, Inc.

10:00 am

2. Volkert, Inc. 11:15 am

3. CHA Consulting, Inc. 2:00 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 http://www.fdot.gov/procurement/formmenu.shtm 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

May 10, 2024 5:00 PM Cutoff Date for Technical Questions May 13, 2024 3:00 PM Resumes, organization chart or staffing chart, required certification, and forms due (aka Phase II Submittal Deadline)

May 14, 2024 10:00 am Interviews Begin June 3, 2024 9:30 am Final Selection

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

Date Time Action June 14, 2024 12:00 pm Fee Proposal Due June 28, 2024 Planned end of Negotiation Date

(Negotiation conclusion date) July 26, 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

FM: 230095.8.32.01

EXHIBIT A

SCOPE OF SERVICES

District-Wide Traffic Access Management

(Work Group 6.1)

SCOPE OF SERVICES

District-Wide Access Management Contract (Work Group 6.1)

OBJECTIVE

The purpose of this consultant contract is to provide the Department with professional traffic engineering services through in-house support and various traffic operations studies.

Most of the work performed under this contract shall consist of one in-house support person. This person must work at the District Headquarters full-time. The consultant should provide the same person throughout the length of the contract. The in-house consultant is expected to perform field assignments at various locations throughout the District. The consultant is expected to arrange for their travel to these field locations.

The Consultant must be prepared to provide both proactive and reactive support to the District Four Access Management unit to include analysis of a varied range of conditions and situations. The Consultant shall provide technical and administrative personnel meeting the requirements set forth in this Scope of Services in appropriate numbers at the proper times to ensure that the responsibilities assigned under this Agreement are effectively carried out.

All reports/studies are to be signed and sealed by a professional engineer registered in Florida whose area of specialty is traffic engineering. The Department must approve the studies to fulfill the requirements of the contract.

As part of this approval process, a preliminary or draft report is to be submitted for Department review before submitting the final signed and sealed document. The Department's Project Manager will determine the submittal dates for the draft and final reports.

Authorization to perform the required services shall be conveyed to the Consultant through a written Task Work Order (TWO) issued by the Department's Project Manager. The TWO shall specify the limits of the study area, the desired task activities to be performed, the estimated completion date, the products to be submitted to the Department, and the total price to be paid to the Consultant for services rendered and approved. Each TWO issued by the Department's Project Manager shall serve as formal authorization, effective the date of the TWO or a subsequent date if so specified. To allow sufficient time for the Consultant to schedule its activities, the Department will endeavor to provide the Consultant with at least ten (l0) calendar days advance notice of the execution date of each work assignment.

SERVICES

The Consultant shall provide engineering services to satisfy the Department's stated contract objectives as further described in the following overall service types and tasks.

Project Management

This service type includes management activities conducted by the Consultant to ensure the satisfactory completion of the contract requirements. Project management is a continuous service rendered throughout the duration of the contract and includes scheduling, monitoring, documenting, and reporting activities. These activities will be used to assist in the Department's review of the Consultant's conformance to the scope of services. This service will be paid for as part of the individual TWO.

A-l

Schedule/Status Reports

The Consultant shall submit, when requested by the Department’s Project Manager, a project schedule for each study location within one week after receiving the TWO. This project schedule will address the establishment of time frames for completing the applicable task activities outlined in the TWO.

Meetings and Presentations

The Consultant shall prepare and conduct presentations on an as-needed basis during the term of the contract as directed by the Department's Project Manager. The dates and times of the presentations shall be determined by the Project Manager. Prior to the presentation the Consultant shall prepare a brief outline suitable for the intended audience. The number of copies of the outline will be specified by the Project Manager. The presentations may include visual aids/graphics as necessary and as approved by the Project Manager.

Personnel

The Consultant's work shall be performed and/or directed by the key personnel identified in the technical/fee proposal presentations made by the consultant. Any changes in the indicated personnel as identified in the Consultant's proposal shall be subject to review and approval by the Department.

Subcontracting

Should the consultant require the services of a specialist, the consultant is authorized to subcontract these services under the provisions of paragraph 7.00 of the standard consultant agreement. Firms selected for subcontracts must be approved in writing and qualified by the Department prior to the Consultant authorizing any such work. The Consultant shall be fully responsible for the satisfactory performance of all subcontracted work.

Beginning and Length of Services

Services to be provided by the Consultant under this agreement will be initiated and completed as directed by the Department's Project Manager on each assigned TWO under this agreement. Individual assignments will be issued to the Consultant during the sixty (60) month period this agreement is in effect, or as otherwise extended. The duration of services may be extended by a Time Extension Amendment if mutually agreed to in writing by the Department and the Consultant.

Issuance of Task Work Orders (TWOs)

The Department's Project Manager shall issue a written work order authorizing the Consultant to perform one or more assignments. The consultant shall not begin any work prior to receiving a signed TWO document. Such a TWO shall serve as a Notice to Proceed effective on the date specified in the TWO forms.

Billing for in-house support services

The consultant shall invoice the Department monthly for in-house support services, unless otherwise approved by the Department’s Project Manager. The invoice must be preceded by a progress report which shall, at a minimum, identify the hours worked by the employee daily. This progress report must be approved by the project manager, in writing, before the consultant submits an invoice to CITS.

A-2

Performance Evaluations

The Department's Project Manager will evaluate the Consultant's performance at six (6) month intervals for the duration of the contract. Pursuant to FAC 14-75.0052 the Consultant will be evaluated on Schedule, Management, and Quality of work. The schedule grade will be based upon the Consultant's timely completion of all assignment schedules. The management grade will be based upon the Consultant's managerial skills and ability to manage resources. The quality grade will be based upon the Consultant's commitment and attention to delivering a quality product.

SERVICE TYPES 1 through 5 - Development of Traffic Operations Studies and Reports

This service area will include the development of the five (5) basic types of services.

i) In-house Support

ii) Access Management Master Planning

iii) Qualitative Assessment

iv) Consultant Support

v) Unscheduled Public and Agency Meetings

Each of these studies involves the performance of discrete work tasks and subtasks by a qualified traffic engineer.

Additional or supplemental tasks as determined by the Department's Project Manager might also be required.

All reports shall be signed and sealed by a professional engineer registered in Florida. The following discussion of the study types with associated work tasks is provided.

SERVICE TYPE 1-In-House Support

Task lA - In-House Support

A qualified traffic engineer of the firm, experienced in the traffic engineering discipline, shall be provided by the consultant to serve as the District Traffic Access Manager. This person (preferably the same person throughout the length of the contract) is expected to have the knowledge and ability to use the following:

i) The Department's Access Management rules (F.A.C. 14-96 and 14-97).

ii) The District 4 Transportation Development website to obtain relevant information on ongoing and planned Department projects.

iii) Department programs, including, but not limited to, Crash Analysis Reporting System, Project Suite

Enterprise, GIS Viewer Plus, Straight Line Diagrams and the Main Frame. If the need arises to create GIS data or GIS applications, these must be done within the Department’s GIS infrastructure and following FDOT GIS policy, FDOT GIS Manual, and FDOT Geodata Warehouse Schema Standards.

iv) Various computer programs, including, but not limited to, Word, Excel, and Power Point.

iv) Various web sites, including, but not limited to, Google Maps, Google Earth and various County

Property Appraiser's web sites.

v) The Institute of Transportation Engineer's "Trip Generation" Manual, including the ability to review and make comments on Trip Generation reports submitted in support of permit requests.

This person is expected to prepare for, schedule, and conduct meetings (typically Pre-Application and Access Management Review Committee (AMRC) meetings with developers, consultants and other governmental agencies.

This person must be able to make independent decisions, sometimes with incomplete data, at these half hour meetings.

A-3

SERVICE TYPE 2 - Access Management Master Planning

Task 2A - Access Management Master Planning

This study involves the analysis of a roadway to develop an Access Management plan unique to its existing and future land development conditions. The master plan shall be consistent (but flexible) with the Final Access Classification assigned to the study segment. The Master Plan can then be used by the Department for roadway design projects or permitting.

For this contract, a roadway is defined as a specific length of roadway, existing or planned. The prices negotiated between the Consultant and the Department's Project Manager shall be considered full compensation for all tasks required to perform this study.

Payment shall be made in accordance with the prices negotiated between the consultant and the Department's Project Manager.

Subtask 2A (a) Field Review

i) Typical weekday, AM, and PM operational and safety observations.

ii) Field Inventory (posted speed, current openings, signals, major driveway conflicts, joint-use opportunities, abutting land uses, and adjacent land uses such as schools, hospitals, religious institutions, fire rescue etc.).

iii) General reconnaissance to check street network connectivity, area characteristics, availability of alternate access routes.

Subtask 2A (b) Data Collection

iv) Obtain crash data, design drawings, base aerial; schedule counts; obtain counts; verify and summarize counts to be used for queue analysis.

Subtask 2A (c) Crash Analysis

v) Prepare crash summary tables and collision diagrams, and identify probable causes and countermeasures specifically related to median access.

Subtask 2A (d) Queue Analysis (Existing)

vi) Queue analysis using Synchro software for existing conditions.

Subtask 2A (e) Queue Analysis (Proposed)

vii) Queue analysis using Synchro software for redistributed turn volumes because of the proposed median/median opening changes in the Access Management Plan.

Subtask 2A (f) Aerial Basemap

viii) Prepare basemap for 1 in = 200 ft scale rollout. Prepare 11 X 17-page layout for report. Show existing median openings, street names, abutting and other major land uses / landmarks near corridor.

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Subtask 2A (g) Access Review

i) Review current access spacing, Chapter 14-97 spacing guidelines, analyze possible variances and analyze possible opportunities for access modifications. Coordinate with design team (if applicable) to review any project issues, pending/approved permits, and new planned developments.

Subtask 2A (h) Proposed Access Management Plan

ii) Based on previous tasks, incorporate proposed Access Management Plan basemap.

Subtask 2A (i) Review Design Plans Identify U-turn needs

iii) Review design plans provided by FDOT District 4 to identify additional pavement needs for U-turns.

Subtask 2A (j) Technical Report

i) Prepare technical reports.

Subtask 2A (k) Access Management Plan table

Prepare standard Access Management Plan table. It shall at a minimum indicate the following:

i) Identification of median opening or driveway.

ii) Mile post of median opening or driveway based on the Department's Roadway Characteristics

Inventory database.

iii) Station of median opening or driveway (if available).

iv) Spacing to adjacent median openings.

iv) Existing median openings.

v) Existing spacing.

vi) Recommended changes.

vii) Revised spacing.

ix) Percent deviation from spacing guideline.

x) Revision block.

xi) Signature blocks.

xii) General comments that may be helpful to track median opening decisions.

Subtask 2A (I) Present plan to Project Manager

i) Schedule a briefing with FDOT PM and Design staff. At this meeting, present the rollout showing existing and proposed access modifications and the proposed Access Management Plan table. Also present the basis for decisions, make special note of any differences between the Access Management Plan and the Design Plans, identify other alternatives by location that were considered, seek consensus. Also agree on any adjustments that are necessary.

Subtask 2A (m) Present plan to AMRC

i) Present proposed plan to the AMRC with all deliverables.

Subtask 2A (n) Attend Public Meeting

ii) If requested by the Project Manager, attend public meetings.

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Subtask 2A Products

i) One 1" = 200 ft scale aerial-based Access Management Plan rollout of corridor.

ii) One recommended Access Management Plan table with signature block.

iii) One hard copy of final report

iv) One CD-ROM with PDF of final report; CADD drawing of Access Management Plan rollout

v) One public information meeting, if requested by FDOT

vi) One briefing meeting with Access Management staff

vii) One presentation meeting with AMRC

SERVICE TYPE 3 - Qualitative Assessment

Task 3A - Qualitative Assessment - (Intersection)

A qualified traffic engineer of the firm, experienced in the traffic engineering discipline, and registered in the state of Florida shall visit the location under study during the peak traffic periods or other period(s) as specified by the Department’s Project Manager, to make qualitative assessments of traffic operations. Such factors as queue lengths, delays, vehicular conflicts, or any other operational characteristics critical to evaluate the need for intersection improvements signal control, left turn phase, etc. shall be noted.

The Consultant shall also examine the physical features to document evidence of high-crash conditions and observe traffic movements for high -risk maneuvers. In addition, the Consultant will review geometries and traffic control devices for deficiencies related to abnormal crash patterns and identify potential driver expectancy problems.

Photographs shall be taken of the intersection approaches with emphasis on obtaining visual information that would be of value to the Department during any subsequent project plan preparation activities. For example, obstructions, unusual geometries, deficient pavement conditions or markings, etc. should be photographed and/or otherwise detailed. Photos and/or detailed graphics shall be included in the conceptual recommendation report.

The Consultant shall collect hourly traffic count data on each approach to the intersection listed on the TWO for a minimum period of 48 hours during typical weekday traffic conditions or as otherwise specified.

In addition, the Consultant shall collect eight (8) hour, fifteen-minute peak-hour turning movement counts and pedestrian volume shall be taken for a total of eight (8) hours encompassing the morning and afternoon peak periods and representative off-peak periods as needed. The consultant shall review the traffic count data and the results of this qualitative assessment shall be incorporated in an official recording of field review minutes.

Finally, the consultant shall also recommend to the Department the need for any supplemental study tasks.

Task 3A Products

i) Assessment of intersection operation in Report form (One (1) draft copy and One (1) Final Copy signed and sealed

ii) 48 Hour approach volume counts

iii) 8 hour turning movement counts/ with Pedestrian Volume and U-Turns

iv) Recommendations for supplemental work tasks, if necessary

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SERVICE TYPE 4 - Consultant Support

Task 4 - Consultant Support

This contract supports the functions of the District Access Management unit, under Traffic Services, in the Traffic Operations office. The Consultant shall be prepared to perform all functions, as defined in this Scope of Services, and referenced manuals and procedures. The consultant is required to handle requests that are reactive in nature, requiring immediate field reviews, assessments, and action plans in response to inquiries from law enforcement agencies and concerned citizens. The Consultant shall provide coordination of all activities, correspondence, reports, and other communications as necessary related to its support responsibilities. The Consultant shall provide a vehicle, to be available to the Consultant during all working hours, to perform field reviews.

SERVICE TYPE 5 - Unscheduled Public and Agency Meetings

This task consists of attendance and participation in meetings pertaining to Access Management issues. They may be the result of a request by a local government, local law enforcement, or from a request of a homeowner’s association.

Subtask 5A - Product

i) Attendance and meeting participation

ii) Presentation Materials

iii) Report/Meeting minutes

Optional Services

Optional services that become necessary or desirable, and are related to the services as stipulated herein, shall be performed at the direction of the Department's Project Manager. The Scope of Work, staff requirements, fees, and staff-hour estimates for any requested optional service, shall be negotiated as supplemental services at the time services are required.

Contradictions

In the event of a contradiction between the provisions of the Contract and the Consultant's proposal, the provisions of the Contract shall apply.

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

375-030-12

PROCUREMENT

OGC – 2/21

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STANDARD PROFESSIONAL SERVICES AGREEMENT TERMS

February 2021

1. SERVICES AND PERFORMANCE

A. Before making any additions or deletions to the work described in the Agreement, and before undertaking any changes or revisions to such work, the parties will negotiate any necessary cost changes and will enter into a Supplemental Agreement covering such work and compensation. Reference herein to the Agreement will be considered to include any Supplemental Agreement.

B. In the performance of professional services, the Consultant will use that degree of care and skill ordinarily exercised by other similar professionals in the field under similar conditions in similar localities. The Consultant will use due care in performing its services and will have due regard for acceptable engineering standards and principles. Consultant's standard of care shall not be altered by the application, interpretation, or construction of any other provision of this Agreement.

C. The Consultant agrees to provide project schedule progress reports in a format acceptable to the Department and at intervals established by the Department. The Department will be entitled at all times to be advised, at its request, as to the status of work being done by the Consultant and of the details thereof. Coordination will be maintained by the Consultant with representatives of the Department, or of other agencies interested in the project on behalf of the Department. Either party to the Agreement may request and be granted a conference.

D. All services will be performed by the Consultant to the satisfaction of the Director who will decide all questions, difficulties and disputes of any nature whatsoever that may arise under or by reason of the Agreement, the prosecution and fulfillment of the services hereunder and the character, quality, amount and value thereof; and the decision upon all claims, questions and disputes will be final and binding upon the parties hereto. Adjustments of compensation and contract time because of any major changes in the work that may become necessary or desirable as the work progresses will be subject to mutual agreement of the parties, and Supplemental Agreement(s) of such a nature as required will be entered into by the parties in accordance herewith.

In the event that the Consultant and the Department are not able to reach an agreement as to the amount of compensation to be paid to the Consultant for supplemental work desired by the Department, the Consultant will be obligated to proceed with the supplemental work in a timely manner for the amount determined by the Department to be reasonable. In such event, the Consultant will have the right to file a claim with the Department for such additional amounts as the consultant deems reasonable; however, in no event will the filing of the claim or the resolution or litigation thereof through administrative procedures or the courts relieve the Consultant from the obligation to timely perform the supplemental work.

E. In the event the work covered by this Agreement includes the preparation of construction plans, it is understood that the work may be divided into two or more construction projects by the Director and that, if this is done, the Consultant will supply construction plans for each project.

F. The Consultant is authorized to use the Department's computer facilities utilizing Department programs required for the performance of the services herein. The Consultant will identify the programs required and submit a written request to the Department's Project Manager for approval.

G. All design work performed by the Consultant for projects where anticipated construction cost is one million dollars ($1,000,000) or more will be subject to Value Engineering. The Department further reserves the right to subject projects of lesser construction cost to Value Engineering should the Department deem circumstances are present that warrant such a decision. Value Engineering may be performed at any stage of the design process. Unless specifically identified in the Agreement, the Consultant will not be required to perform the Value Engineering analysis.

H. The Consultant will not be liable for use by the Department of plans, documents, studies or other data for any purpose other than intended by the terms of this Consultant Agreement.

I. All tracings, plans, specifications, maps, computer files and/or reports prepared or obtained under this Agreement, as well as all data collected, together with summaries and charts derived therefrom, will be

Page A2 of 11 considered works made for hire and will become the…