CN-550000-CAW60-00010000.pdf

STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION

PROFESSIONAL SERVICES LETTER OF RESPONSE

375-030-22

PROCUREMENT

04/18

Advertisement No.: 25262 DOT FM Number:

Submittal Date: 12/16/2024 Project Name: Continuing Services Surveying and Mapping

Consultant’s Name: DRMP, Inc.

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

Street Address: 8001 Belfort Parkway, Suite 200

City: Jacksonville State: FL Zip: 32256

Office Location: Jacksonville Contact person: Bill Faust, PSM

Phone: 904.224.2905 Contact email: CFaust@drmp.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.

For over 47 years, DRMP, Inc. (DRMP) has been providing Design Survey and Mapping services and Subsurface Utility Engineering (SUE) services to various FDOT districts. As a regional firm in the Southeastern US with a strong presence in Survey, Mapping, and SUE in District 2 (D2), DRMP and its partners are well-prepared to provide a capable team for the Continuing Services Surveying and Mapping contract. Our prior experience working on continuing services contracts for D2 is a proven track record of collaboration and a comprehensive understanding of the District's requirements.

DRMP is pleased to submit this letter of response to provide Surveying and Mapping services. We understand the goal of this contract is to provide professional surveying and mapping services on an as-needed basis, including any type of task under work groups 8.1, 8.2, 8.3 and 8.4. We anticipate tasks with aggressive schedules which will require quick coordination with Department staff, as well as other consultants. These tasks can require us fully utilizing existing control and other information to meet budgetary and/or scheduling limitations. We are prepared to deliver large scale

Design Surveys, Right of Way (R/W) Control Surveys, and R/W Maps, as well as supplement other existing survey project data.

These tasks will require strong project management, quality control, the proper staff resources, and access to the latest technology. The most critical issue with managing a contract of this nature is responsiveness and communication. DRMP will use our relationships with District staff to directly communicate with the appropriate staff, while keeping D2 Project Manager, Clay Driggers, informed of all progress and decision making. DRMP is accustomed to managing simultaneous task work orders (TWOs) with short durations and have always been flexible to the Department’s needs.

Our team is ready to provide the abundant staff and technology resources necessary to perform multiple TWOs of any scale.

DRMP KEY STAFF

DRMP’s team will be led by Bill Faust, PSM. He has over 36 years of experience working on major transportation projects, 12 years with DRMP, including managing a previous Continuing Services Survey and Mapping Contract (CA897). Bill has a thorough

375-030-22

PROCUREMENT

04/18 understanding of FDOT D2 procedures, requirements and preferences on surveying and mapping and SUE projects. For this contract, Mr. Faust’s primary role as Project Manager will be direct communication and coordination between the project team and Department staff.

Vice President-in-Charge, Joseph C. Di Benedetto, PLS, 46 years of experience, will ensure adequate staff and equipment resources are allocated, confirm deliverables are properly reviewed for quality control, and provide expertise on advanced-level survey determinations. Tegan Desmond, PLS, 47 years of experience, will serve as Quality Assurance/Quality Control (QA/QC) Administrator for this contract. DRMP is committed to providing surveying and mapping services of the highest standard. Tegan will develop a detailed contract specific QC plan with Mr. Faust, which will be utilized on every task. This plan will include our five-step verification process for all submitted maps, legal descriptions, and surveyor’s reports, performed by a staff member who was not directly involved in the task production. A PSM will perform a field review to redline maps for missing features, mislabeled pipes, incorrectly described monuments, or any other field observable issues. Comments received from the Department will be addressed in a timely manner and then later considered for inclusion in our “lessons learned” database, which often results in workflow updates. For example, to ensure drainage pipe materials and sizes are correct, Mr. Faust now requires two independent field crews to complete all drainage surveys. All DRMP employees and subconsultants must follow our corporate policy on Quality Control (Policy No. 018) which sets minimum deliverable and documentation requirements. This policy also calls for regular internal audits of compliance, performed by a designee of the President/CEO. Subconsultants may provide their own written QC plan that meets or exceeds DRMP’s policy, prior to beginning any work.

SUBCONSULTANT TEAM

DRMP’s team is prepared to provide innovative and dynamic solutions, backed by our proven experience, to the real-world challenges the Department is facing. We have created a dedicated subconsultant team to provide abundant resources and expertise, with ample redundancy throughout the workgroups coupled with excellent geographic coverage of the district’s assets. Each team member has committed to meeting DRMP’s expectations on quality, responsiveness, and meeting task schedules. We will maintain one point of contact throughout the duration of the contract to ensure seamless coordination on all assigned TWOs. Please refer to the chart above for a comprehensive listing of resources and subconsultants available to support this contract.

MANAGEMENT APPROACH

As soon as a new TWO is identified, Mr. Faust will contact D2 to discuss the assignment details, including the schedule requirements and available reference information from the District.

A site visit will be used to note any project specific issues or hazards. From this information, DRMP will propose the best member of the project team to the District, taking into consideration the following factors:

Expertise in specific scope item(s)

Proximity to the project site

Availability of staff and specialized equipment

Previous corridor experience

Before starting any field work, a kickoff meeting will be scheduled with D2 Project Manager, Clay Driggers. This meeting will be used to communicate the task expectations, deliverable requirements, and scheduled submittals. Meeting minutes will be maintained by

This team is prequalified to perform any task involved in work groups 8.1, 8.2, 8.3 and 8.4. DRMP maintains the latest field equipment and software necessary to provide the required services under this contract, including:

Two RIEGL VMX-2HA mobile terrestrial LiDAR scanning system Two RIEGL VZ-400i static terrestrial LiDAR scanners One RIEGL VZ-600i static terrestrial LiDAR scanners MDL4-3000 with RIEGL Mini Vux LiDAR Sensor (UAS) Teledyne Z-Boat 1800T Hydrographic Mapping System TopoDOT point cloud processing software for extraction TopoCloud Pro software for project web map portal

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TEAM MEMBERS

TEAM LEADERS

(YEARS OF EXPERIENCE)

(AVAILABILITY)

DRMP, Inc. C. William Faust, III, PSM (36)(50) 42 14 27 51 8 X X X X X X T2 Utility Engineers, Inc. Daryl Thie, PLS (43)(45) 6 5 4 5 3 X X X X X X I.F. Rooks & Associates, LLC Dave McKay, PSM, CP (41)(35) 1 - 1 10 2 X Schwartz, Maylone & Associates, LLC Jeffrey Schwartz, PSM, PE (25)(25) - - 2 3 - X American Government Services Corporation

Tammy Mehl (25)(50) Wendi McAleese (25)(50)

- - - - - X

04/18

DRMP and provided to all attendees within 48 hours for review and comment. Final meeting minutes will be distributed to project team members and filed in the project files for reference. Schedules will be developed to be aggressive, yet realistic, and set up to allow time for Department reviews and acceptance. Any indication of a potential delay will be communicated immediately to the Department. If necessary, Mr. Faust will request a schedule extension and assign additional staff resources. Mr. Faust will proactively manage the progress of the project team by holding regular status meetings for all team members with an active TWO under DRMP’s contract. Any potential delays identified will require a submitted “Action Plan” to DRMP with additional milestones to track the course correction. Bill will also stay in contact with inactive team members to track availability of specialized equipment and staff resources. To communicate TWO progress, Mr. Faust will submit a monthly spreadsheet report which lists all current and completed TWO assignments, with critical start and completion dates for each work type. Detailed comments related to TWO statuses will be included as necessary to assist staff during Department meetings and to aid with the invoicing process.

Additional support materials will be provided prior to submitting invoices in CITS. Interim and final submittals will only include full and complete deliverables, unless otherwise directed. This includes a documented QA/QC review and copies of all reference material used. This contract will be managed by Mr. Faust out of DRMP’s Jacksonville office location, with support offices in Gainesville and St. Augustine providing a local staff of 70, consisting of 12 survey crews, 5 subsurface utility engineering crews, 9 Professional Surveyors, 13 Survey Technicians and 3 administrative staff.

SAFETY AND TRAINING

At DRMP, we place the utmost importance on safety, and it is deeply ingrained into every aspect of our operation. Recognizing the significance of safety in project execution, we embrace the principles of the Vision Zero initiative, which underscores our commitment to prioritizing safety and minimizing risks. To actively address safety matters, we conduct bi-weekly field meetings where comprehensive discussions and assessments of safety protocols and procedures take place, nurturing a proactive approach to mitigating potential risks. Additionally, daily tailgate meetings are an integral part of our safety protocol, fostering open communication and awareness among on-site personnel to promote a safe work environment. To ensure that our field personnel are equipped with the necessary competencies, we mandate intermediate Maintenance of Traffic (MOT) training. This training emphasizes the critical importance of maintaining safe and efficient traffic operations during project execution, playing a fundamental role in ensuring the safety of both our team and the travelling public. Furthermore, our field personnel hold certifications from leading safety authorities such as OSHA, SFRTA, and CSX R/R, demonstrating their proficiency and commitment to upholding the highest safety standards. Additionally, certifications for Confined Space Entry highlight our dedication to maintaining safety in specialized work environments. In alignment with our dedication to safety, we strictly adhere to the FDOT’s Survey Safety Handbook. Moreover, we maintain strict adherence to the current Department Roadway and Traffic Design Standards (600 series), ensuring our projects are meticulously planned and executed in full compliance with the latest safety regulations and industry standards. At DRMP, safety is not just a priority; it is a fundamental value which guides every action and decision, and we remain unwavering in our commitment to upholding the highest safety standards across all our projects.

OSHA Confined Space Standard Defensive Driving

First Aid/CPR CSX Roadway Worker

INNOVATION, TECHNOLOGY AND EQUIPMENT

DRMP maintains the latest field equipment and software necessary to provide the required services under this contract. Aside from our advanced systems listed above, we also have:

GPS Units (42) TSC controllers (68) Total Stations/Robots (54) DiNi Levels (17)

Vac Master 4000 (4) Vac Master 1000 (4)

GPR units (20) MALA Concrete Imaging System (1)

DRMP promotes an internal Technology Committee to identify emerging trends, explore new workflows, and keep abreast with the latest hardware and software developments. The result is that DRMP is ready to implement new solutions which benefit the Department without adding risk to a project. Recent benefits from this Technology Committee include:

High-resolution downward facing cameras installed for unmatched pavement detail on TML projects

Production staff already trained on OpenRoads

Designer Best practices for 3D modeling of existing features Trimble SiteVision for more accurate field reviews DRMP provides secure access to a project web map portal on TML tasks that allows the Department to view:

Deviation and density heat maps to assess scan quality

Point cloud coverage to visualize extraction capabilities 360° imagery for qualitative assessment of features Extracted linework to view progress or encroachments

OUR COMMITMENT TO FDOT DISTRICT TWO

DRMP looks forward to continuing our strong working relationship with District Two. Our team is dedicated to serving as an extension of the District’s staff and committed to providing consistent, quality support through the life of the contract. We thank you for your favorable consideration in the selection process.

Sincerely, DRMP, Inc.

C. William (Bill) Faust, III, PSM

04/18

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

Consultant Name Project Advertised Major & Minor Work Types

8.1 8.2 8.3 8.4 99.0 DBE SB UU

Prime DRMP, Inc.

Su bc on su lta nt s

American Government Services Corporation

I.F. Rooks & Associates, LLC

Schwartz, Maylone and Associates, LLC

T2 UES, Inc. D/B/A T2 Utility Engineers

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

January 6, 2025 cfaust@drmp.com joseph.stukey@echoues.com mverajr@mgvera.com daryl.thie@t2ue.com

Re: Request for Proposal - Continuing Services Surveying and Mapping

Dear Consultant:

I am pleased to advise you that your firm has been shortlisted for the Continuing Services Surveying and Mapping 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 mandy.eadie@dot.state.fl.us. All documents are due by 2:00pm, January 21, 2025.

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

Sincerely, Mandy Eadie, Contract Analyst Procurement Office

Attachments CC: Clay Driggers

Request For Technical Proposals

For Continuing Services Surveying and Mapping

1. Purpose:

2. Scope of Consultant Services:

3. Length of Consultant Services:

4. Contract Restrictions & Proposed Method of Compensation:

5. Staffing Requirements:

6. Scope of Services Meeting:

7. Deadline for Questions:

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

9. Technical Proposals:

10. Consultant Selection:

11. Contract Negotiations:

12. Schedule:

Attachment A – Scope of Services

Attachment B – Standard Professional Services Agreement Terms

Attachment C – Technical Proposal Evaluation Form

Attachment D – Required Certifications

Attachment E – Anticipated Method of Compensation (Rates not included)

Request For Proposals

1. Purpose:

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

Shortlisted Consultants:

DRMP, Inc.

ECHO UES, Inc.

Manuel G. Vera & Associates, Inc.

T2 UES, Inc. d/b/a T2 Utility Engineers

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 http://www.fdot.gov/procurement/pdf/Rule%2014-75.pdf 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 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 for CATEGORY TWO ($35,000) for a period of 36 months following the date of being placed on the convicted vendor list.

Antitrust Vendor Violator Contract Language: Pursuant to section

287.137(2)(a), Florida Statutes, a person or an affiliate who has been placed on the antitrust violator vendor list following a conviction or being held civilly liable for an antitrust violation may not submit a bid, proposal, or reply for any new contract to provide any goods or services to a public entity; may not submit a bid, proposal, or reply for a new contract with a public entity for the construction or repair of a public building or public work; may not submit a bid, proposal, or reply on new leases of real property to a public entity; may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a new contract with a public entity; and may not transact a new business with a public entity.

Affidavit Regarding Labor and Services: Prior to contract execution, extension or renewal, the Department shall notify the Contract awardee of the need to download, complete and submit FDOT Form No. 375-030-31.

Please have the form signed and notarized and send a scanned copy to the Department. The nongovernmental entity (Contract awardee) must maintain the original copy in accordance with other provisions of this Agreement or Contract, and in accordance with Florida law.

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 https://pdl.fdot.gov/api/form/downloadAttachment/17378449 https://vendor.myfloridamarketplace.com/ 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:

Mandy Eadie, Procurement Office Phone: 386.961.7596 E-mail address: mandy.eadie@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 January 14, 2025.

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 http://www.fdot.gov/procurement/SubmittalExamples.shtm 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 mandy.eadie@dot.state.fl.us.

Deadline for FDOT receipt of file is 2:00pm on January 21, 2025. 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 2:00pm, on January 21, 2025.

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 Greg Evans, District Secretary; Travis

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

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

11. Contract Negotiations:

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

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

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

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

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

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

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

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

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

This webpage also contains an Automated Fee Proposal User’s Guide which may be very helpful in understanding the spreadsheet. At a minimum, the fee proposal shall http://www.fdot.gov/procurement/formmenu.shtm 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

January 14, 2025 5:00 PM Cutoff Date for Technical Questions January 21, 2025 2:00pm Technical Proposals, resumes, organization chart or staffing chart, and required certifications and forms due (aka Phase II Submittal Deadline)

February 3, 2025 10:00am Final Selection

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

Date Time Action February 13, 2025 2:00pm Fee Proposal Due March 11, 2025 Planned end of Negotiation Date

(Negotiation conclusion date) April 14, 2025 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

A - 1 Stage III (6-11-24)

SCOPE OF SERVICES

DISTRICTWIDE SURVEYING AND MAPPING SERVICES

A. General

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

The CONSULTANT shall provide the DEPARTMENT with legible copies of all pertinent information utilized in making the field survey. All field survey data gathered by use of electronic field book will be furnished in a FDOT approved readable format. All surveys performed for the Department shall be in compliance with the Statewide Surveying and Mapping Handbook as well as specific District Two Survey and Mapping Guidelines and Checklists and will require a certified surveyors report by a Professional Surveyor and Mapper, licensed to practice in the State of Florida.

B. Control/Alignment/Design Survey

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

C. Subsurface Utility Location

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

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

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

D. Right-of-Way Survey

E. Certified Control Survey Maps:

The field Right of Way Survey is to be presented in the format of a certified drawing on standard size reproducible film. The CONSULTANT shall certify this drawing as a Control Survey which meets the Standards of Practice adopted by the Florida Department of Agriculture & Consumer Services, Board of Professional Surveyors and Mappers, Chapter 5J-17 of the Florida Administrative Code and Department procedure 550-030-101a.

F. Right of Way Maps:

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

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G. Title Search Reports:

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

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

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****Title Company Name****

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

REPORT THROUGH DATE:

ROAD NUMBER:

CAPTION:

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

LAST GRANTEE OF RECORD AND ADDRESS:

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

INSTRUMENT: BOOK: PAGE:

DATED: FILED:

DOCUMENTARY STAMPS:

GRANTOR:

FIVE-YEAR HISTORY OF CONVEYANCE:

ENCUMBRANCES OF RECORD:

OUTSTANDING JUDGEMENTS:

MISCELLANEOUS INFORMATION:

TAXES PAID: HOMESTEAD EXEMPTION:

DELINQUENT TAXES:

PROBATE AND GUARDIANSHIP PROCEEDINGS:

TRUSTEES OF THE INTERNAL IMPROVEMENT FUND RESERVATIONS:

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

Dated this day of , 20 at o’clock .M.

BY:

Signature & Name typed & title

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Stage III (11-12-24)

H. Legal Descriptions

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

I. Trustee Internal Improvement Trust Fund (TIITF) Sketches

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

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

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

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

J. Court Exhibit Preparation

The CONSULTANT shall prepare all necessary court exhibits.

K. QUALITY ASSURANCE PROGRAM

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

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Stage III (11-12-24)

L. SUBCONTRACT SERVICES

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

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

M. PERFORMANCE MEASURES

Performance evaluations will be made in accordance with the Professional Services Consultant Work Performance Evaluation Procedure No. 375-030-007 as referenced in Section 7B of the Standard Professional Services Agreement Terms, Form No. 375-030-12.

N. FINANCIAL CONSEQUENCES

Financial Consequences for unsatisfactory performance are referenced in Section 3I of the Standard Professional Services Agreement Terms, Form No. 375-030-12.

O. DEPARTMENT'S RESPONSIBILITIES

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

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

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Attachment…