CN-550000-CAU07-00010000.pdf

STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION

PROFESSIONAL SERVICES LETTER OF RESPONSE

375-030-22

PROCUREMENT

04/18

Advertisement No.: 25409 DOT FM Number: 432585-4-32-01

Submittal Date: 4/22/2024 Project Name: D/W Utility Coordination Contract Production

Support

Consultant’s Name: Colliers Engineering and Design, Inc.

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

Street Address: 5320 NW 35th Ave, Suite 210

City: Fort Lauderdale State: Florida Zip: 33309

Office Location: Fort Lauderdale Contact person: Rebecca Green-Valente

Phone: 561 245 5842 Contact email: rebecca.greenvalente@collierseng.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.

Colliers Engineering and Design (CED) is pleased to submit our response for the District 4 (D4) Districtwide Utility Coordination Production Support Contract. We believe D4 will benefit from CED Team’s collective experience, expertise, and highly qualified personnel. We recognize the challenges, requirements, and complexities inherent with utilities for design and construction projects. Upon award, CED is completely committed to ensure that our Team communicates, coordinates, reviews, and follows through with commitments for this contract. Working alongside CED will be our trusted partners, KEITH, Hadonne, and Cobb Fendley, who are all committed to successfully completing simultaneous assignments. Our Team brings expertise in Design/Bid/Build (D/B/B), Design-Build (D/B), RFP concepts and language, construction, FDOT Coordination and general contracting. Our Team will successfully perform all required scope items and more with the combined knowledge and experience of our Key Personnel. We are 100% available for this contract.

PROPOSED APPROACH: Each assigned task begins with reviewing existing utility information, reviewing available survey data, and utilizing field information to facilitate our scoping effort.

We will obtain a Sunshine State One Call of Florida (SSOCOF) design ticket via Exactix to create a list of Utility Agency/Owners (UAOs) that have facilities within the proposed improvement limits. Upon successful negotiation of scope and staff-hours with the District Utility Administrator (DUA), we will proceed with our approved Task Work Order (TWO) and schedule a kick-off meeting with the FDOT Project Manager (PM), Design PM, DUA, and the appropriate District Utility Office (DUO) staff to review the project details, project schedule, and expectations.

Initial Contact & Preliminary Utility Design Meeting: We will develop an initial list of UAOs by utilizing the SSOCOF design ticket and available utility data. We will also utilize our knowledge of non-members and above ground facility owners to ensure no UAOs are missed. Communication with UAOs will follow Florida

375-030-22

PROCUREMENT

statues and include a formal letter requesting one set of marked plans, as-builts, record drawings or written confirmation of facilities within the project limits. The letter along with the project plans will be submitted to UAOs via Project Suite Enterprise Edition (PSEE) as well as a courtesy email. Responses received via email will be uploaded to PSEE and we will notify the DUO and Design PM when these uploads occur. As an added value, we will prepare a utility base map of all procured records research (ASCE QL-D).

For both D/B/B and D/B assignments, we will conduct a preliminary utility design meeting with involved utility agencies and the Design Team to present the project, review the current design, discuss the project schedule and evaluate collected utility information. This meeting initiates the early communication and discussion of Utility Work by Highway Contractor Agreements (UWHCA), potential compensable interests, possible utility exception coordination, and identifies potential design issues that may impact utilities within the project limits. The assigned Utility Coordinator (UC) will be responsible for meeting separately with each utility agency and/or the Design Team as needed throughout the design to provide direction in the interpretation of plans, review plan and schedule changes, and discuss project specific issues as a representative of D4.

Utility Design Meeting for D/B/B: Utility Design Meetings (UDM) will be held to resolve identified conflicts and develop mitigation strategies with all parties involved. We will review all provided utility information and all plan components including but not limited to drainage plans, lighting plans, signalization plans, etc. The utility conflict matrix (UCM), developed by the Design PM with support from the UC, will be utilized and discussed. The UCM shall be supplemented with existing and/or requested SUE/Survey data and will include resolutions as determined in the UDM. CED’s experience and existing industry relationships provides the foundation for effectively negotiating solutions with the UAOs and the DUO. In addition, our D/B/B roadway construction and general contracting knowledge allows us to successfully manage and provide proactive solutions for potential conflicts with stakeholders. Attendance, either in-person or virtual, is paramount for UAOs, the FDOT PM, the Design PM, and the DUO.

Maintenance, construction, and other support offices will be included as needed. Following the UDM, detailed minutes of the discussion including emphasis on high-risk areas of utility conflicts, will be distributed for review and comment within one week. A final report, including recommendations for solutions to all conflicts with be due 30 days following the UDM.

Utility Design Meeting for D/B: The UC will distribute a complete set of concepts or permit plans to each UAO prior to the UDM.

Based on complexity of the D/B concept plans, we are prepared to communicate, share, and contribute our experience with the Design Team and UAOs through multiple meetings, presentations, and workshops as needed. These meetings will be utilized to mitigate and develop utility relocation schemes, discuss design modifications, and discuss the scheduling of construction activities. Due to the dynamic nature of D/Bs, we recommend utilizing a utility conflict and resolution matrix for successful strategies when coordinating with the DUO, FDOT PM, Design PM, and UAOs.

Final Agreements to UAOs: This package will be used to transmit the necessary legal drafts, agreements, and final plans to the utility agencies to obtain color-coded plans and Utility Work Schedules (UWS) defining the UAO work to be accomplished.

One complete set of plans, including all components of the plans package, will be distributed to all utility agencies. A partial set of plans will also be distributed and requested back within four to six weeks to be color coded by the UAOs to show proposed relocation work. PSEE will be utilized along with a courtesy email to transmit the necessary documents to/from the UAOs and to the DUO and Design PM. If lighting is proposed, the necessary agreements and plans will be forwarded to the responsible agency(s) for execution.

Executed UWSs will be required from the UAOs prior to the final biddability submittal and supplemented with resolved UCMs.

Review of Work: A monthly progress report detailing the status of current projects assigned which will be submitted to the DUO, which will include the FPN, status of each agency, and the date information is expected back.

Providing Utility Expertise: Utility expertise, coordination, and general liaison with the Utility Industry may be required upon request from the DUO. The CED Team can provide detailed knowledge with support from our Utility Design Engineers (UDE), which includes but not limited to analysis of construction delay claims that involve utility conflicts and constructability issues.

Certification: For D/B/B projects, prior to biddability, the CED Team will certify one of the following to the DUO: All utility work has been completed or that all arrangements have been made to be completed as required for proper coordination with the construction schedule; Or plans were sent to all utility agencies and no utility work is required. Our D/B/B certification will include all necessary memos, checklists, correspondence, and executed utility agreements, each signed by the appropriate representatives. For D/B projects, all utility costs and relocation schedule impacts will be identified and addressed in the RFP with specific utility language, supporting SUE information, preliminary schedules, and commitments from the UAOs. Identifying risk and responsibility (costs) are paramount for D/B coordination.

CRITICAL CONCERNS/ISSUES:

Adherence to the District Utility Procedures: All coordination tasks will be completed in accordance with the following: Utility Accommodation Manual (UAM) 2017; Utility Procedures Manual (UPM) 03/21/21; Construction Project Administration Manual Sec.

5.6 Utility Work; Standard & Specifications for Road and Bridge Construction; current FDOT Standards, policies and procedures;

and any other necessary guidelines, standards of practice, manuals and specifications.

Communication is key to our overall success with our clients, such as D4. Ms. Green-Valente’s management approach for successful communication will be accomplished through the kick-off meeting, preliminary UDM, final UDM, and consistent communication and follow-up with all involved parties.

Being Proactive: We utilize an extensive, D4 specific checklist that includes all utility related activities to ensure the following actions are completed timely:

• Quantities and pay items for any UWHCA are accounted for during construction; review relocation efforts during construction against MOT/TTC phasing and schedule; reviewing resolutions of conflicts between utility agencies, the Design Team, and the construction office; facilitate the review of compensable interest requests;

coordinate service points; document UAO activities for special provisions and/or plan notes; assist in executing legal agreements for letting as stipulated by State and Federal guidelines; and ensuring all project milestones are met on time or early.

We can utilize our in-house SUE and Survey capabilities and experience to address the following:

• Identify existing and future improvements to UAO systems within the project limits; field verify that all above ground appurtenances are included in the project plans; and identify utilities, conflicts, and mitigation strategies.

The CED Team intends to provide support staff to D4 and conduct training to in-house design staff, utility staff and District Consultants on behalf of the DUO. We will also work with our internal UDEs to assist in reviewing proposed UAO designs and provide insight on the feasibility and cost of proposed relocation work.

QA/QC: As it is received, we must ensure documentation is correct, complete, and agrees with the construction schedule.

CED is prepared to provide our written QA/QC program for this contract to D4 for approval, which also includes our coordination checklist. This plan will be utilized by our entire Team for all assignments. Subject matter experts will also be assigned based on the specific assignment to perform an independent audit of all utility documentation.

Project Certification: Timely and accurate certification is our number one objective. This will be consistent amongst the CED Team to ensure a consistent, predictable, and reliable product is uploaded into the PSEE Utility Module.

Non-Responsive Utilities: Our professional relationships in the Utility Industry have significantly minimized the amount of non-responsive UAOs we deal with entirely. Regularly scheduled follow-ups at each project phase allows us to identify potentially non-responsive UAOs early on encourage involvement without causing unnecessary delays.

RELEVANT PROJECT EXPERIENCE:

The CED Team is very familiar with the District’s protocols and requirements. We are willing to adjust our workflows based on “lessons learned” to meet your expectations. Our Team’s experience includes successfully executing numerous on-call contracts including:

• D4: DW SUE/Survey 423447-4-32-01,

• D6: DW Utility Coordination 250723-7-32-01, D6 CSC SUE

250723-5-32-01

• D1: SUE/Utility Coordination 434527-1-32-01

• SW 10th TSM&O

• I-95 Express Phase 3C

• SR-838/Sunrise Blvd from W of Middle River Dr to E of NE

26th Ave 446181-1-52-01 & 441456-1-52-01

• SR-5/US-1 from N of Fischer St to N of SE Decker Ave

447649-1-52-01

PROPOSED STAFF:

• Rebecca Green-Valente (7+ Yrs Exp) will serve as the

Contract Manager and brings an extensive knowledge of utilities related to FDOT projects to provide support to D4.

Rebecca has worked on and managed a variety of DW and CSCs, including providing in-house FDOT support. She has been involved in the successful Certification of over 50 projects. Rebecca is also extremely familiar with working with Florida Gas Transmission with respect to the Global Agreement. Her ability to adapt, learn, and implement processes quickly and accurately will be valuable to D4 as well as the CED Team as she will provide consistent oversight to ensure all tasks are being managed and completed in a timely manner.

• Daniel Checchia (20+ Yrs Exp) will provide contract/project oversight as he brings extensive experience of DW and CSC management as well as his expertise in SUE and Utility Coordination. Dan’s reputation for being forthright in dealing with daily challenges, suggesting cost effective solutions, and being responsive to communications establishes the framework for a successful partnership with D4.

• Nicholas Zembillas (46+ Yrs Exp) will provide QA/QC and oversight support through his vast expertise in Utility Coordination as one of the first State Utility Designers in Florida and through his assistance in developing the standard procedures that are still applied today.

• Nancy Condemi (2+ Yrs Exp) is one of our day-to-day utility coordinators that has successfully created and maintained beneficial working relationships with UAOs throughout the State and especially in D4. Nancy is extremely familiar with D4’s coordination procedures and provides valuable insight on Design alternatives to minimize utility conflicts.

In addition, our we will have the in-house support of Jessica Smith, PE (11+ Yrs Exp) who has extensive experience in transportation and utility coordination along with Sheresa Lehockey (21+ Yrs Exp) and Abygale Hines (2 Yrs Exp) to assist in day-to-day tasks for this contract.

Our subconsultant Team includes Eric Bustos, PE (Cobb Fendley), Pedro Ugas (Hadonne), and Eugene Khashper

(KEITH).

Our Team’s combined knowledge, experience, and resources will allow us to successfully perform all required services and exceed the expectations of D4. We look forward to working with you.

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

Consultant Name Project Advertised Major & Minor Work Types

3.1 DBE SB UU

Prime Colliers Engineering & Design

Su bc on su lta nt s

Cobb, Fendley & Associates, Inc.

KEITH

Handonne

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

STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION

PROFESSIONAL SERVICES - RFP

RDuran@bcceng.com rebecca.greenvalente@collierseng.com ekhashper@keithteam.com

Re: Request for Proposal - AD# 25409 Districtwide Utility Coordination Contract Production Support

Dear Consultant:

I am pleased to advise you that your firm has been shortlisted for the AD# 25409 Districtwide

June 4, 2024

Utility Coordination Contract Production Support contract. To enable the Department to complete the evaluation of your firm, you are requested to prepare a Technical Proposal, resumes, and organization chart or staffing chart. The Technical Proposal, resumes and organization chart or staffing chart must be prepared in accordance with the enclosed information, which includes a scope of services. Technical Proposal, resumes, organization chart or staffing chart, and required forms shall be e-mailed to d4.profserv@dot.state.fl.us. All documents are due by 3:00 pm, June 18, 2024.

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

Sincerely, Tai Schuster, Contract Analyst II Procurement Office

Attachments CC: Kadian McLean

DocuSign Envelope ID: A613B04F-F35C-4B83-9B12-E227C1FA707E

Request For Technical Proposals For

AD# 25409 Districtwide Utility Coordination Contract Production Support

1. Purpose:

2. Scope of Consultant Services:

3. Length of Consultant Services:

4. Contract Restrictions & Proposed Method of Compensation:

5. Staffing Requirements:

6. Scope of Services Meeting:

7. Deadline for Questions:

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

9. Technical Proposals:

10. Consultant Selection:

11. Contract Negotiations:

12. Schedule:

Attachment A – Scope of Services

Attachment B – Standard Professional Services Agreement Terms

Attachment C – Technical Proposal Evaluation Form

Attachment D – Required Certifications

Request For Proposals

1. Purpose:

The Florida Department of Transportation requires professional services for the project known as AD# 25409 Districtwide Utility Coordination Contract Production Support.

Additional information is necessary to complete the evaluation of each shortlisted consultant’s ability to provide the desired services. As a result, each shortlisted consultant is requested to provide a Technical Proposal, resumes, organization chart or staffing chart, and required certifications and forms.

Shortlisted Consultants:

BCC Engineering, LLC Colliers Engineering and Design, Inc.

Keith and Associates, 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 Master Agreement task work order, a governmental agency contract, or a competitive solicitation for contractual services, as appropriate (reference Section 287.057(21), F.S.). Universities proposed as subconsultants will not be added to the professional services contract.

4.4 DBE/Small Business Participation:

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

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

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

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

Prime Consultants can obtain access to the new EOC system by filling out the Contractors and Consultants New Users Access Form. Please complete the form and submit it to EOOHelp@dot.state.fl.us.

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

4.5 Method of Compensation:

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

4.6 Public Entity Crimes: A person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a bid, proposal, or reply on a contract to provide any goods or services to a public entity; may not submit a bid, proposal, or reply on a contract with a public entity for the construction or repair of a public building or public work; may not submit bids, proposals, or replies on leases of real property to a public entity;

may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity; and may not transact business with any public entity in excess of the threshold amount provided in s. 287.017 for CATEGORY TWO ($35,000) for a period of 36 months following the date of being placed on the convicted vendor list.

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

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

4.8 Inspector General: The Consultant agrees to comply with section 20.055(5), Florida Statutes, and to incorporate in all subcontracts the obligation to comply with section 20.055(5), Florida Statutes.

5. Staffing Requirements:

After submittal of Letters and up through contract execution, proposed subconsultants/subcontractors/sub-vendors, teaming arrangements, or key staff of the Consultant cannot be changed or substituted except in instances of force majeure or in the event of circumstances that cannot reasonably be anticipated and/or are beyond the control of the prime consultant. In such cases, changes or substitutions are subject to the discretion of the Department, and cannot be made without written approval of the Department. All such requests made during the 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 Schuster, Procurement Office Phone: N/A E-mail address: N/A@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 June 14, 2024.

There is no deadline for contract or administrative questions.

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

Forms:

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

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

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

8.1 Other Information & Required Certifications:

Organization Chart or Staffing Chart and Resumes (including

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

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

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

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

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

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

Form No. 375-030-60, Vendor Certification Regarding Scrutinized

Companies Lists – Attachment D

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

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

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

8.2 Copyrighted Material:

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

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

The resumes, organization chart or staffing chart, required certification, and forms shall be submitted as an attached, single computer file via e-mail. PDF (Adobe Acrobat) is the preferred format, but a Word file is acceptable. Please do not include cover sheets or dividers. The Department has a 20 MB limit on e-mail attachments. The file shall be sent to d4.profserv@dot.state.fl.us. Deadline for FDOT receipt of file is 3:00 pm on June 18, 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. Technical Proposals:

Consultants under consideration for this project will be required to submit a Technical Proposal to be reviewed by the Technical Review Committee (TRC). The Technical

Proposal is due by 3:00 pm, on June 18, 2024.

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

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

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

10. Consultant Selection:

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

The Selection Committee, consisting of Steven C. Braun, P.E., District Secretary; John P. Krane, P.E., Director of Tranportation 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.

12. Schedule:

Date Time Action June 14, 2024 5:00 pm Cutoff Date for Technical Questions June 18, 2024 3:00 pm Technical Proposals, resumes, organization chart or staffing chart, and required certifications and forms due (aka Phase II Submittal Deadline)

July 15, 2024 9:30 am Final Selection

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

Date Time Action July 23, 2024 12:00 pm Fee Proposal Due

Planned end of Negotiation Date August 5, 2024 N/A (Negotiation conclusion date)

August 30, 2024 N/A 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

SCOPE OF SERVICES

432585-4-32-01

DISTRICTWIDE UTILITY COORDINATION PRODUCTION SUPPORT

A. OBJECTIVE

The Department desires to obtain services from the consultant for performance of utility coordination work of a minor nature including, but not limited to:

1. Identification of existing/proposed utility facilities.

2. Assist with the preparation of utility contract language related to Design-Build

Request for Proposals.

3. Assist with determining approximate utility cost and schedule impacts due to various conceptual design schemes.

4. Resolution of conflicts between utility facilities and proposed construction.

5. Documentation of utility company activities for the project’s special provisions and/or plan notes.

6. Securing of executed legal agreements to clear a project for letting as stipulated by State and Federal guidelines.

7. Analyze and certify utility work schedules for compatibility to the associated

FDOT construction schedule.

8. Assist in the preparation of miscellaneous presentations, reports, and/or utility conferences within the District as necessary.

B. SERVICES

The following procedures are general for all projects. Design-build or design-bid-build projects may require some of these services as detailed in the associated task work order.

One or more of the steps may not be necessary depending on the scope of the particular project. A task work order will indicate the necessary steps and a schedule of utility activities set, with approval of the District Utility Administrator or his/her designee.

1. Initial Contact & Preliminary Utility Design Meeting:

Regardless of the project delivery method this will generally consist of an informational letter and a set of preliminary plans (15 – 25 percent complete) depicting the scope of the project. Initial contact should be made with all utility companies that may have facilities in the project area. Four (4) to six (6) weeks should be allowed for utility companies to respond back with one set of marked plans showing their facilities, copies of their “As Built” plans or written confirmation that they have no facilities in the project area. This information will then be forwarded to the District Utility Office and/or the assigned Design Project Manager. The consultant shall schedule, notify participants, and conduct a preliminary utility/design meeting with all affected utility agencies and the design team to present the project, review the current design, evaluate the utility information collected, provide follow-up information on cost and schedule impacts, discuss the utility work by highway contractor option with each utility, possible utility exception coordination and discuss any future design issues that may impact utilities within the project limits. The Utility Coordinator will be responsible for meeting with each utility agency and/or the design team separately throughout the project design duration to provide guidance in the interpretation of plans, review changes to the plans and schedules and discuss project specific requirements. Work assignment and staff hours generally based on standard scope of services for utility coordination activities (7.1 thru 7.8)

2. Utility Design Meeting This will be scheduled to occur between the constructability and Bidability stages of production showing all utility information, drainage plans, highway lighting plans, structure plans, etc. A utility conflict matrix will also be provided by the design project manager and the Utility Coordinator shall ensure that it is discussed in detail with the utility companies and that they are as accurate as possible. The utility coordinator will ensure a complete set of project plans are sent to each utility company two weeks before the date of the meeting. This step may be eliminated if utility relocations are not necessary on the proposed project.

Representation at the meeting should consist of all utility agencies involved, the design project manager, representation from maintenance and construction, and other support offices as necessary. The consultant will manage the meeting and discuss alternate utility relocation schemes, design modifications, and scheduling of construction activities placing particular emphasis on construction areas where underground excavation and temporary construction activities may occur. Hi-risk areas of potential utility conflict should be discussed and documented. Risk response strategies will be documented and sent to the District Utility Office and/or the assigned Design Project Manager. A final report, including recommendations for solutions to all conflicts will be due 30 days following the Utility Design Meeting. Work assignment and staff hours generally based on standard scope of services for utility coordination activities (7.9).

3. Final Agreements to Utilities

This package is used to transmit the necessary legal drafts, agreements, and final plans to the utility agencies for the purpose of obtaining color-coded plans and executed Utility Work Schedules defining their work to be accomplished. One complete set of plans (all component parts of the plans package) and one partial set of plans (Key map, Typical Section and Plan & Profile Sheets) shall be furnished to each involved utility agency. The partial set of plans will be color coded by the utility company showing proposed relocation and returned to the consultant to be transmitted to the District Utility Office and/or the Design Project Manager. Four to six weeks should be allowed for the utility agencies to return these packages. If lighting is proposed, the necessary agreements and plans will be forwarded to the responsible agency(s) for execution. Executed Utility Work Schedules will be required from the utility companies prior to the final biddability submittal. Updated conflict matrices may also be required. Work assignment and staff hours generally based on standard scope of services for utility coordination activities (7.10 thru 7.16).

4. Review of Work

A monthly written report showing status of projects assigned to the consultant will be submitted to the District Utility Office prior to the monthly production meeting. The report should show Financial Project No., date, type of contract to each utility company, status of each agency and date information is expected back.

5. Providing Utility Expertise Various departments, consultant firms, and contractors may require utility expertise, coordination, and general liaison with the Utility Industry. This shall be provided upon request from the District Utility Office. Some assignments may include analysis of construction delay claims which include utility conflicts and constructability issues.

6. Certification The consultant will certify to the District Utility Administrator or his/her designee the following:

1. All utility work has been completed or that all arrangements have been made for it to be undertaken and completed as required for the proper coordination with the physical construction schedule; or

2. All utility cost and utility relocation schedule impacts have been addressed in the Request for Proposal; or

3. An onsite inspection was made and there is no utility relocation involved; or

4. Plans were sent to all utility agencies and no utility relocation is required.

This certification will include all necessary copies of correspondence and any executed utility agreements. This certification will be signed by a duly authorized representative of the firm.

C. DOT Responsibilities

The FDOT Utility Office will supply the necessary form letters, agreement, relocation schedules, and any other document needed to certify the utilities on the projects. The District Utility Administrator or his/her designee will be responsible for furnishing the necessary plans and will be the single contact point for FDOT.

B - 1

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

375-030-12

OGC – 2/21

Page A1 of 11

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.