CN-550000-CAX25-00010000.pdf

STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION

PROFESSIONAL SERVICES LETTER OF RESPONSE

375-030-22

PROCUREMENT

04/18

Advertisement No.: 25305 DOT FM Number: 220960-2-32-06

Submittal Date: 12/5/2024 Project Name: Districtwide Bridge Design Consultant

Consultant’s Name: Volkert, Inc.

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

Street Address: 1255 Office Park Drive

City: Chipley State: FL Zip: 32428

Office Location: Chipley Contact person: Alexander Caso, PE

Phone: 407.625.4151 Contact email: alexander.caso@volkert.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.

Volkert, Inc. (Volkert) and our team of experienced subconsultants are pleased to submit our qualifications for the opportunity to continue serving the FDOT District 3 (D3) Structures Design Office (SDO) as a trusted advisor through the Districtwide (D/W) Bridge Design Consultant contract. Volkert has held the D3 D/W Bridge Design Consultant contract since 2001, working seamlessly as an extension of the SDO. The Volkert Team, strategically reassembled for this pursuit to provide the full breadth of anticipated services, has an established and successful history providing D3 with various engineering, technical review, and emergency response services. Our team is prequalified in all required work groups. We support FDOT’s DBE/SB/UU requirements and will meet or exceed FDOT’s aspiration goals.

Volkert met with the FDOT TRC members, Keith Shores, PE (D3 Project Manager (PM)), Spencer Prescott, PE, and Kyle McCrary, and thoroughly reviewed the draft Scope of Services (SOS) to prepare our technical and managerial approach summarized in the following sections.

PROPOSED APPROACH AND UNDERSTANDING: The varying task work orders (TWOs) assigned under this D/W contract can best be grouped into three categories – Review, Design, and Optional Services. Review: A majority of the assignments Volkert has completed under our current D/W contract have been in this category and the draft SOS highlights three types: 1) Reviewing structures plans, Bridge Development Reports (BDRs), load ratings, and calculations prepared by others; 2) Reviewing Cost Savings Initiatives (CSIs) submitted by contractors; and

3) Reviewing Engineering Analysis Reports (EARs) prepared by contractors to correct construction errors or address unforeseen field conditions. Plan reviews can include formal Quality Assurance/Quality Control (QA/QC) reviews of structural plans produced by the D3 SDO. Volkert will only assign these tasks to senior structural PEs. All plan reviews will check for compliance with all relevant AASHTO specifications, the FDOT Structures Manual, and D3 requirements. Furthermore, the structural plans will be cross-checked for consistency against plan sets from other

375-030-22

PROCUREMENT

disciplines such as roadway, MOT (maintenance of traffic), and drainage. Depending on the level of complexity, Volkert will also perform constructability reviews to verify that a project can be safely constructed per the plans. Our team will provide concise review comments, citing specific guidelines, specifications, design criteria, and all comments will be submitted in draft format to Mr.

Shores for approval before uploading into the Electronic Review Comments (ERC) system. Additional review tasks may include technical assistance in assessing construction Errors and Omissions (E&O) on behalf of the District. Design: This category includes preparing BDRs; preparing final plans and specifications for Category 1 Structures; designing retaining walls; and designing ancillary structures such as culverts, mast arms, and sign structures. Roadway/drainage design, signing and pavement markings, traffic control, and surveying are also included when needed to complete the primary assignment. Volkert also has performed multiple scour evaluations under our current D3 contract. The Volkert Team has performed various types of design services on other similar D/W Bridge contracts, including analyzing existing ancillary structures for increased loading due to sign panel size changes or signal head reconfigurations, preparing bridge evaluation reports associated with resurfacing, restoration, and rehabilitation (RRR) projects, preparing construction cost estimates using the FDOT Long-Range Estimate (LRE) and Trns*port systems, and preparing plans updates. Optional Services: This category may include construction assistance in the form of shop drawing reviews, final bridge load ratings, and preparing final bridge plans based on as-built documents provided by the District. Any CADD-related support services will be assigned to our Chief Structures CADD Manager, Larry Frick, who has previous experience preparing D3 structures plans. Contract Management: Eash assignment under this D/W contract will be made through the issuance of a TWO and an accompanying SOS.

Volkert has a clearly defined process in place to assist FDOT PM Mr. Shores with streamlining the preparation of the SOS for a TWO, which is as critical as understanding the variety of TWO assessments that may be issued through this contract. The goal of Volkert’s TWO preparation process is to arrive at a SOS that is concise, yet accurately captures the fundamental needs of an assignment. Volkert is well-versed in this process as a result of our past and present TWO-based contract experience, which has helped us develop our logical scoping process outlined below.

1. Review all available existing documentation related to the task, which the team will coordinate with the D3 Maintenance Office

2. Perform a field review, when appropriate

3. Coordinate with our subconsultants for support services

4. Identify any needs for supplemental services outside of the contract scope

5. Meet with the FDOT PM for scope refinement, if needed

6. Submit the final SOS and fee proposal to the FDOT PM

7. Prepare the TWO schedule within 10 days of notice to proceed

(NTP)

Similar to Volkert’s current D3 D/W contract, our team also expects to have open-ended TWOs with pre-negotiated amounts (typically in $100,000 increments) to draw from for hourly-based tasks. This eliminates any administrative delays and allows the team to take immediate action when a task is received. These types of TWOs are most beneficial for review assignments and emergency services. Volkert understands the multifaceted nature of TWO contracts, so our team has the necessary depth of resources to quickly handle multiple assignments concurrently when the need arises. Volkert has established a minimum of five TWO teams, each led by an experienced PE with a clear understanding of FDOT’s policies, procedures, design criteria, and plans production requirements. Collectively, all of our TWO teams are prepared to take on any review, design, or optional services assignment that D3 may have for this contract. Communication:

Volkert is committed to always being responsive to the District’s needs. The Volkert Team understand that the objective of this contract is to select a consultant that will assist the SDO with their workload, not add to it. Volkert’s PM, Alex Caso, PE, will be responsive to Mr. Shores’ needs and proactively communicate with him on all critical task activities, keeping him appraised of TWO statuses without inundating him with unnecessary information. External communications, including monthly progress reports, will be balanced with effective internal day-to-day correspondence and weekly internal task team production meetings. QA/QC: At Volkert, quality is a fundamental value of our corporate culture. Our quality management plan (QMP) includes customer quality and technical quality. Customer quality includes our customer satisfaction program that begins with an informal meeting with the client to receive honest and open feedback on Volkert’s past performance. Technical quality includes formal QA/QC procedures which start with a project-specific quality control plan (QCP) that outlines the formal, detailed procedure for checking and backchecking engineering calculations, reports, and plans. Volkert also assigns Quality Assurance Managers (QAMs) to each project, and they certify adherence to the QCP. For this D/W contract, Manuel Feliciano, PE, will serve as the Structures QAM. Manuel has 29 years of comprehensive structures design experience, including performing QC plans reviews.

RELEVANT PROJECT EXPERIENCE: The Volkert Team has extensive experience working on TWO-based D/W contracts throughout the State of Florida. Volkert is currently working on our fifth D3 D/W Bridge Design contract since 2001. We have completed more than 70 plans reviews under our current contract alone and hundreds more since 2001. The table below presents a small snapshot of past relevant structures TWOs that Volkert has completed for the D3 SDO over the years.

TASK PROJECT DESCRIPTION

QA/QC Review CR 274 over Tenmile Creek

Scour Evaluation US 90 Shoal River Bridge Structural Assessment SR 30 over Tidal Branch Box Culvert

Emergency Review CSXT over US 27 (Bridge Hit)

Structural Design SR 727 Box Culvert & Sheet Pile Wall Load Rating Gainer Road over Moccasin Creek*

*Independent load rating facilitated posting avoidance. Volkert has completed similar assignments through our previous FDOT D1 D/W Structures Design contract. These assignments have included various structural designs, preparing contract drawings and specifications, reviewing shop drawings and materials submittals, and performing bridge load ratings. Volkert’s long-standing team partner, Florida Bridge and Transportation Inc.

(FBT), also has extensive experience working on FDOT D/W structures contracts, including Volkert’s past and current D3 D/W Bridge Design contract and on a similar FDOT D5 D/W Structures Design contract. The table below represents a brief example of similar TWO-based contracts worked on by the Volkert Team.

CLIENT CONTRACT CONSULTANT

D3 D/W Bridge Design Volkert D3 D/W Bridge Repair Volkert D3 D/W PD&E Study Volkert D3 D/W Drainage Design Volkert D1 D/W Structures Design Volkert D5 D/W Structures Design FBT

PROPOSED KEY PERSONNEL AND THEIR PROPOSED

ROLES: The team proposed for this D/W Bridge Design contract has been handpicked to continue providing D3 with a group of seasoned professionals ready to serve as a seamless extension of SDO staff. The key to a successful team begins with a proactive, responsive, and knowledgeable PM. Alex Caso, PE, will serve as Volkert’s PM on this contract. Alex has more than 31 years of experience in the design and rehabilitation of various structure types throughout Florida and is the PM and a Task Lead on Volkert’s current D3 D/W Bridge Design contract. He is the Structures Engineer-of-Record (EOR) for the D5 NASA Causeway Bridge Replacement project and a previous TWO Manager for D5 Structures Maintenance Office assignments completed through a general engineering contract. Alex will be D3’s primary point of contact for this contract. Brian Chunn, PE, will serve as Deputy PM and as a Task Lead, assisting Alex in all facets of this contract.

Brian has more than 29 years of Category 1 and 2 bridge design experience and is the Structures EOR for all bridge replacements on Volkert’s D3 I-10 widening project. He has also assisted the D5 SDO with plan reviews. Volkert's Senior Vice President, David McFarlin, PE, PLS, PTOE, will serve as Principal-in-Charge. David has more than 30 years of experience and will provide overall contract oversight. Supporting our management team, Volkert’s additional Task Leads and Discipline Leads include the following:

• Task Lead: Swapnil Chogle, PE, has 20 years of structural design experience and has previously worked on FDOT D1/ D7 D/W Structures contracts.

• Task Lead: Elisha Masséus, PE, has 16 years of structural design experience and has worked in the FDOT D6/D7 SDOs

• Task Lead: Michael Herbert, PE (FBT), has 32 years of structural design experience and has served D3 over 15 years.

• CADD Support: Larry Frick has 37 years of FDOT plans production experience and OpenBridge Modeler expertise.

• Drainage Support: Jennifer Nunn, PE, (The Balmoral Group, LLC), has 19 years of hydraulics experience and has served as the Drainage EOR for the D3 I-10 Widening project.

• Environmental Permitting: Malies Warren has 24 years of NEPA process and environmental permitting experience.

• Roadway/MOT Support: Billy Woodberry, PE, has 10 years of roadway and MOT experience as well as prior D3 in-house design experience.

Volkert will be the overall lead for minor/major bridge, miscellaneous structures, load rating, roadway, drainage, traffic, and survey design services. Our team’s depth of resources and services have been enhanced with the following subconsultants.

• Florida Bridge and Transportation, Inc. (SBE/UU) –

Minor/major bridge design, miscellaneous structures design, load ratings, and plans review assistance

• Snelgrove Surveying & Mapping, Inc. (SBE) – Survey assistance

• Taylor Engineering, Inc. – Coastal hydraulics modeling

• The Balmoral Group, LLC (DBE) – Drainage design support

• Tierra, Inc. – Geotechnical investigations

• Vanasse Hangen Brustlin, Inc. – Mussel surveys Volkert has successfully partnered with all our subconsultants proposed on this contract, and those relationships have produced a responsive and cohesive team ready to take on concurrent assignments.

OTHER CONTENT: CEI Services: Volkert’s CEI services are an in-house added value we will utilize for constructability reviews and for any post-design services tasks to review contractor CSIs.

These reviews will be led by Jonathan Parramore, PE, who has 28 years of experience ensuring FDOT bridge projects are constructed in conformance with plans and specifications.

Emergency Assistance: After Hurricane Sally passed through the Florida panhandle region, Volkert’s structural engineers and bridge inspectors worked together to perform post-storm inspections of the Pensacola Bay Bridges and over 700 ancillary structures. Should D3 face a similar emergency and need additional inspection resources, Volkert will be ready.

CLOSING: The Volkert Team offers D3 unparalleled relevant experience through our more than 20 years serving as D3’s trusted advisor on past and present D/W Bridge Design contracts. Our team’s combination of structural design ingenuity, extensive TWO-based experience, and a clear understanding of FDOT policies, procedures, design criteria, and CADD compliance requirements will provide the best service to D3. Volkert’s key staff are available to begin work on this contract immediately upon receipt of NTP, and Volkert is dedicated to exceeding the District’s needs on this contract as we have in the past. The Volkert Team looks forward to a favorable shortlist so we may continue our great partnership with D3 and the SDO.

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

Consultant Name Project Advertised Major & Minor Work Types

3.1 4.1.2 4.1.1 4.2.1 4.2.2 5.4 7.1 8.2 9.1 9.2 DBE SB UU

Prime Volkert, Inc.

Su bc on su lta nt s

Florida Bridge and Transportation, Inc.

Snelgrove Surveying & Mapping, Inc.

Taylor Engineering, Inc.

The Balmoral Group, LLC Tierra, Inc.

Vanasse Hangen Brustlin, Inc.

SB = Small Business UU = Under-utilized work type; subconsultant is a professional services firm and is prequalified in the Under-Utilized Work Group. Refer to the advertisement for applicability.

My firm has submitted a Bid Opportunity List through the Equal Opportunity Compliance System for this project.

https://fdotwp1.dot.state.fl.us/EqualOpportunityCompliance/Account.aspx/LogIn?ReturnUrl=%2fEqualOpportunityCompliance

9.4.1 9.4.2 DBE SB UU

Prime Volkert, Inc.

Su bc on su lta nt s

Florida Bridge and Transportation, Inc.

Snelgrove Surveying & Mapping, Inc.

Taylor Engineering, Inc.

The Balmoral Group, LLC Tierra, Inc.

Vanasse Hangen Brustlin, Inc.

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

My firm has submitted a Bid Opportunity List through the Equal Opportunity Compliance System for this project.

https://fdotwp1.dot.state.fl.us/EqualOpportunityCompliance/Account.aspx/LogIn?ReturnUrl=%2fEqualOpportunityCompliance

DBE SB UU

Prime

Su bc on su lta nt s

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

My firm has submitted a Bid Opportunity List through the Equal Opportunity Compliance System for this project.

https://fdotwp1.dot.state.fl.us/EqualOpportunityCompliance/Account.aspx/LogIn?ReturnUrl=%2fEqualOpportunityCompliance

REQUEST FOR TECHNICAL PROPOSALS

FOR

DISTRICTWIDE BRIDGE DESIGN CONSULTANT

Advertisement Number Financial Project Nos. F.A.P. Nos.

25305 22096023206 N/A

STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION

DISTRICT THREE

INDEX

SECTION PAGE

1.0 PURPOSE 1

2.0 PROJECT ASSIGNED 1

3.0 SCOPE OF CONSULTANT SERVICES 1

4.0 LENGTH OF CONSULTANT SERVICES 1

5.0 CONTRACT RESTRICTIONS AND 2

PROPOSED METHOD OF COMPENSATION

6.0 STAFFING REQUIREMENTS 3

7.0 PROJECT RELATED INFORMATION PACKAGES 3

8.0 INTERVIEWS 6

9.0 PUBLIC ENTITY CRIME INFORMATION STATEMENT 7

10.0 COOPERATION WITH AGENCY INSPECTOR GENERAL 8

11.0 CONSULTANT SELECTION 8

12.0 NEGOTIATIONS 8

13.0 PROJECT MANAGER 9

FIGURES

1 LOCATION MAP

ATTACHMENTS

A SCOPE OF SERVICES

AA PROPOSED METHOD OF COMPENSATION

B CERTIFICATIONS

C FDOT CONSULTANT FEE PROPOSALS (AUDIT PACKAGE)

D INTERVIEWS EVALUATION SHEET

E PROPOSED PROJECT SCHEDULE

(ATTACHMENTS CONTINUED)

F STANDARD PROFESSIONAL SERVICES AGREEMENT

G FDOT STANDARD WORK CLASSES

H DBE PARTICIPATION STATEMENT

1.0 PURPOSE:

The purpose of this Exhibit is to describe the scope of work and the responsibilities of the CONSULTANT and the DEPARTMENT in connection with the design and preparation of a complete set of construction contract documents and incidental engineering services, as necessary, for improvements to the transportation facility described herein.

The Department is considering three consultant firms for the final selection. Additional information is necessary to complete the evaluation of each firm's ability to provide the desired services. As a result, the firms shall be requested to give an interview with the Department and also submit a written Project Related Information Package for the anticipated work. Both the interview and the written package shall include data about the probable job performance and manpower application.

Note: Professional Services selections are “Qualifications Based Selections” (QBS) only, in accordance with F. S. 287.055, the Consultant Competitive Negotiations Act (CCNA). All efforts must be made to protect the integrity of a “QBS” throughout the acquisition process.

According to CCNA, subsection (4), compensation factors can only be considered during competitive negotiations as prescribed under subsection (5). Therefore, it is not appropriate to introduce professional services contract fee information prior to final selection. Please ensure that responses in the interview are limited to discussion of management principles and concepts in regard to the consultant scope of work. This includes any reference to costs in dollars or percentages of the work in whole or in part, as well as references to audited rates. It is acceptable to discuss quantifiable measures associated with construction project savings.

References to consultant fees, multipliers or percentage fee savings associated with the consultant scope of work may result in the firm being found non-responsive.

2.0 PROJECT ASSIGNED:

The following project shall be assigned to the selected consulting firm:

Financial Project No.: 22096023206 F.A.P. No.: N/A County: Districtwide Funding Sources: State Funded

3.0 SCOPE OF SERVICES:

For a detailed description of the required consultant services, refer to Attachment A, Scope of Services.

4.0 LENGTH OF SERVICES:

The Consultant services shall begin upon written notice from the Departments Director of Transportation Development. Individual projects will be assigned for a period of sixty (60) months from the date of this Agreement.

5.0 CONTRACT RESTRICTIONS AND PROPOSED METHOD OF COMPENSATION:

The following information is furnished to the consultant firm for consideration during the preparation of the technical proposal:

5.1 PROFESSIONAL LIABILITY:

The consultant firm selected to perform the desired services must have professional liability insurance coverage of $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 with 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 Self-Insured Retention. A commitment letter from a financial institution is also not acceptable for purposes of contracting.

5.2 SUBCONTRACTUAL SERVICES:

The Department must approve services assigned to subconsultants in advance. The subconsultants must be qualified to perform all work assigned to them and must be technically prequalified with the Department in order to perform the standard types of work covered by Rule 14-75.

For 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.

5.3 METHOD OF COMPENSATION:

The Department anticipates that a lump sum with limiting amounts will be established for each Task Work Order. A Total Maximum Limiting Amount shall be established based upon final negotiations and shall compensate the consultant for costs associated with the Task Work Order. These costs shall include employee salaries, combined with the consultant’s actual approved overhead, the direct expense rate and Facilities Capital Cost of Money (if applicable) as related to the performance of this work (this includes subconsultants).

In addition to compensating the consultant for project costs, the lump sum fee shall include an operating margin for professional services. The operating margin is calculated as a percentage of direct salaries. The percentage is negotiated within a range of 12 to 42 percent.

5.4 PROGRESS PAYMENTS:

For Lump Sum amounts, progress payments shall be due and payable monthly in proportion to the percentage of work approved and accepted by the Department. For maximum limiting fees, progress payments shall be due and payable monthly for the actual work performed during the billing period. Final payment shall be due and payable upon satisfactory completion of the services and approval and acceptance of the contract deliverables by the Department. Invoices for this agreement will be submitted through the Department’s Consultant Invoice Transmittal System. A Corporate User ID must be obtained from the Department for this purpose.

5.5 REGISTRATION IN MYFLORIDA MARKET PLACE

If you have not registered in MyFlorida Market Place, please register on-line @ https://vendor.myfloridamarketplace.com or call 1-866-352-3776 for assistance.

6.0 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 Director. 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.

7.0 PROJECT RELATED INFORMATION PACKAGE:

The pertinent data shall be submitted in electronic format only. All submittals, except the organization or staffing chart should adhere to minimum font size of 11, with ½” margins.

Submittals are subject to public records requests. The data in the written Project Related Information Package shall be restricted to the following:

1. Certifications (see 7.1)

2. Organization or Staffing chart (may be either 8 ½” x 11” or 11” x 17”, at the discretion of the Consultant. Names and levels of key personnel for Prime and Subconsultants (including Project Manager) shall be included.

3. Resumes (restricted to 2 pages each)

Examples of acceptable and unacceptable content for organization charts and staffing charts are provided at https://www.fdot.gov/procurement/SubmittalExamples.shtm. Organization or staffing charts containing extra narrative content (not in conformance with examples) will be deemed https://vendor.myfloridamarketplace.com/ https://www.fdot.gov/procurement/SubmittalExamples.shtm 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.

No additional information should be included in this package. The entire package should 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 note, the Department’s e-mail system has a 20 MB size limitation for any single e-mail, including attachments. E-mails exceeding this limitation will be rejected by the e-mail server. It is the responsibility of the Consultant not to exceed this limitation.

Submittals shall be made to d3.profserv@dot.state.fl.us and must be received by the Department no later than 3:00 p.m. (local time) on Monday, January 15, 2025.

7.1 FORMS TO BE INCLUDED IN THE PROJECT RELATED INFORMATION

PACKAGE: At the time the project related information package is submitted, the consultant shall include the following forms which are located in Attachments B and H.

7.1.1 Truth-In-Negotiations Certificate (Form No. 375-030-30):

This certification shall be executed and included with the submittal of the Technical Proposal for any lump-sum or cost-plus-a-fixed fee professional services agreement over $60,000.00.

7.1.2 Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion For Federal Aid Contracts (Appendix B Certification):

This certification for Federal-Aid contracts shall be certified and dated by an officer of the firm, association or corporation submitting the proposal.

7.1.3 Certification For Disclosure of Lobbying Activities On Federal-Aid Contracts (Compliance with 49 CFR, Section 20.100 (b):

The prospective participant certifies, by signing this certification, that to the best of his or her knowledge and belief:

(1) No Federal appropriated funds have been paid or will be paid by or on behalf of the undersigned to any person for influencing or attempting to influence an officer or employee of any Federal agency, a Member of Congress, or an officer or employee of a member of Congress in connection with any federal contract, the making of any federal grant, the making of any federal loan, the entering into of any cooperative agreement , and the extension, continuation, renewal, amendment, or modification of any federal contract, grant , loan, or cooperative agreement.

(2) If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influencing or attempting to influence an officer or employee of any federal agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with mailto:d3.profserv@dot.state.fl.us this federal contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit Standard Form-LLL, Disclosure of Lobbying Activities, in accordance with its instruction. This form should only be completed if it is applicable for your firm. Please denote inapplicability by checking the N/A box at the top of the document and signing where indicated.

7.1.4 Vendor Certification Regarding Scrutinized Companies Lists

This certification shall be executed and included with the submittal of the Technical Proposal for any professional services agreement of $1,000,000 or more.

The authorized representative certifies, by signing this certification, that the company is not listed on either the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List or the Scrutinized Companies that Boycott Israel List.

7.1.5 E-Verify:

This certification shall be executed by the consultant for all procurements.

The authorized representative acknowledges and certifies compliance with Section 448.095, Florida Statutes, for the duration of the contract term.

7.1.6 DBE Utilization:

The Department encourages DBE firms to compete for Department professional services projects, and also encourages non-DBE consultants to use DBE firms as sub-consultants. However, use of DBE sub-consultants is not mandatory and no preference points will be given in the selection process for DBE participation.

Consultants are requested to indicate their intention regarding DBE participation on the DBE Participation Statement contained in Attachment H to this Request for Proposal, and to submit that Statement with their Project Related Information Package.

7.2 COPYRIGHTED MATERIAL IN TECHNICAL PROPOSAL PACKAGE:

Copyrighted material will be accepted as a part of a proposal only if accompanied by a waiver that will allow the Department to make paper and electronic copies necessary for the use of Department staff and agents. It is noted that copyrighted material is not exempt 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.

8.0 INTERVIEWS:

An Interview is requested for each of the three firms being considered for these projects. The interview will include sufficient information to enable the Department to evaluate the capability of the firms to provide the desired services.

8.1 INTERVIEW GUIDELINES:

A portion of the prepared interview questions shall be common to all shortlisted Consultants. The Department may prepare additional questions that are unique for a Consultant based on the Consultant’s Letter of Response, organization/staffing chart, or other information.

TRC members may also ask follow-up clarifying questions during the interview, where time permits.

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

Just prior to the start of the interview, each Consultant team shall be given the prepared questions to review for five (5) minutes. One copy of the questions shall be provided to each member of the Consultant team.

The Consultant may keep the copy of the questions during the interview.

The Consultant may not leave the interview room to review the questions.

The Consultant firm remains in the same room as the TRC and Professional Services Unit (PSU) staff when reviewing the questions.

with the Technical Review Committee and Professional Services Unit staff when reviewing the questions. The five minutes for reviewing questions is not considered as part of the interview time. Discussions by the Consultant team members during the 5-minute review are not part of the interview process, and are not considered in evaluation of the Consultant.

Introductions of Consultant staff and Department staff are also not counted as part of the interview time. Interviews are limited to 45 minutes total, inclusive of Consultant opening statement and Questions and Answers (Q&A). Ten (10) minutes will be allowed after the interview for follow-up questions pertaining to the Consultant’s responses and Consultant closing statement. (Closing statement is optional and only if time permits). PSU shall be timekeeper, and is responsible for ensuring the Consultant firm adheres to the stated time limits. The interview may conclude early if less time is actually required.

Each Consultant firm may make an opening statement of approximately 5 minutes (opening statement is optional). The opening statement shall not be separately timed.

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

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

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

The Department shall supply and make available either a standard white board or flip chart with markers during the interview. The Consultant is not permitted to bring in prepared diagrams or drawings to display on the Department-supplied flip chart or white board. Procurement will discard the flip chart pages at the completion of the interview. Consultant may begin drawing as soon as the questions are handed to them (the beginning of the five minutes of review).

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

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

TRC.

Consultants are not permitted to refer to smartphones, tablets, laptops, or other electronic devices during the course of the interview.

No reference to or discussion of consultant fees in reference to dollars, percentages or audited rates should be made. Such references may result in the firm being found non-responsive.

9.0 PUBLIC ENTITY CRIME INFORMATION STATEMENT:

As per Section 287.133, paragraph (2) (a), Florida Statutes, the following statement shall be made a part of all invitations to bid, request for proposals, and any contract documents:

“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 on a contract to provide any goods or services to a public entity, may not submit a bid or contract with a public entity for the construction or repair of a public building or public work, may not submit bids 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 Section 287.017, for CATEGORY TWO for a period of 36 months from the date of being placed on the convicted vendor list.”

10.0 COOPERATION WITH AGENCY INSPECTOR GENERAL:

As per Section 20.055(5), Florida Statutes, the following statement shall be made a part of all invitations to bid, request for proposals, and any contract documents:

“It is the duty of every state officer, employee, agency, special district, board, commission, contractor, and subcontractor to cooperate with the inspector general in any investigation, audit, inspection, review, or hearing pursuant to this section. Beginning July 1, 2015, each contract, bid, proposal, and application or solicitation for a contract shall contain a statement that the corporation, partnership, or person understands and will comply with this subsection.”

11.0 CONSULTANT SELECTION:

The consultant firm’s interview shall be evaluated by a technical group. Evaluation comments shall be submitted by the group to the District Professional Services Office. The comments shall be combined with other appropriate information and forwarded to the Selection Committee.

The Selection Committee, consisting of the District Secretary, the appropriate District Director and Department Head, shall 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 Selection and Technical Committees shall consider and weigh the following areas in their selection process:

A. Adequacy of management staff B. Adequacy of technical staff C. Current or projected workload D. Recent or current experience in similar work E. Proposed Project Office location(s) F. Understanding of scope G. Adequacy of proposed schedule H. Innovative approaches to work I. Quality Control Plan J. Estimate of Work Effort

The Selection Committee shall establish a ranking order of the firms to provide the desired services.

The results shall be available the Internet.

12.0 NEGOTIATIONS:

Upon ranking, the consultant firm will enter into negotiations with the Department. An automated fee proposal, staff hours and audit package shall be requested from the No.1 ranked consultant. The consultant shall submit an electronic copy of the automated fee proposal and an audit package (Attachment C), within 10 working days from the date the selection results are posted on the Internet. The audit package shall include the Letter of Qualification from the Department as documentation of the approved audited rates as well as appropriate information to support the wage rates.

The Professional Services Office in conjunction with the Department’s Project Manager will evaluate the firm’s wage rates, combined overhead and direct expense rate. If negotiations are successful, the Professional Services Office shall proceed with contract execution. If there are differences between the selected firm and the Department in the considered data, the Department's negotiator shall determine a fair and reasonable fee. The selected firm will then be given the option of accepting or rejecting the revised fee. Should the revised fee be rejected, the Department may terminate negotiations with the firm, documenting the reason for rejection, and initiate the aforementioned procedure with the firm ranked second by the Department's Selection Committee.

Should the Department be unable to negotiate a contract with the second ranked firm, the aforementioned procedure will be initiated with the third ranked firm. Should the Department be unable to negotiate a satisfactory contract with any of the selected firms, the Department shall select additional firms in order of their competence and qualification and continue negotiations in accordance with these procedures until an agreement is reached. The negotiated fee shall be at a compensation, which the Department determines is fair, competitive and reasonable considering the scope and complexity of the project.

13.0 PROJECT MANAGER:

The Department's Project Manager for this project shall be Mr. Keith Shores. His address, telephone number and email address are 1074 Hwy 90, Chipley, Florida 32428; Phone (850) 330-1449;

keith.shores@dot.state.fl.us.

FIGURE 1

LOCATION MAP

ATTACHMENT A

SCOPE OF SERVICES

ADVERTISEMENT A-1 FPID: 220960-2-32-06

EXHIBIT A

SCOPE OF SERVICES

FOR

FINANCIAL PROJECT ID. (FPID) 220960-2-32-06

FEDERAL PROJECT NO. N/A

DISTRICT THREE

ADVERTISEMENT A-2 FPID: 220960-2-32-05

1 PURPOSE __________________________________________________________18

2 PROJECT DESCRIPTION ___________________________________________19

2.1 Project General and Roadway (Activities 3, 4, and 5) ___________________20

2.2 Drainage (Activity 6a and 6b) _____________________________________20

2.3 Selective Clearing and Grubbing (Activity 6c) ________________________20

2.4 Utilities Coordination (Activity 7) __________________________________20

2.5 Environmental Permits and Environmental Clearances (Activity 8) ________21

2.6 Structures (Activities 9 – 18) ______________________________________22

2.7 Signing and Pavement Markings (Activities 19 & 20) __________________22

2.8 Signalization (Activities 21 & 22) (N/A) _____________________________22

2.9 Lighting (Activities 23 & 24) (N/A) ________________________________22

2.10 Landscape Architecture (Activities 25 &26) (N/A) _____________________22

2.11 Survey (Activity 27) _____________________________________________22

2.12 Photogrammetry (Activity 28) (N/A)________________________________23

2.13 Mapping (Activity 29) (N/A) ______________________________________23

2.14 Terrestrial Mobile LiDAR (Activity 30) (N/A) ________________________23

2.15 Architecture (Activity 31) (N/A) ___________________________________23

2.16 Noise Barriers (Activity 32) (N/A) _________________________________23

2.17 Intelligent Transportation Systems (Activities 33 &34) (N/A) ____________23

2.18 Geotechnical (Activity 35) ________________________________________23

2.19 Project Schedule ________________________________________________23

2.20 Submittals _____________________________________________________24

2.21 Provisions for Work _____________________________________________31

2.22 Services to be Performed by the DEPARTMENT ______________________32

3 PROJECT COMMON AND PROJECT GENERAL TASKS _______________33

Project Common Tasks ________________________________________________33 Project General Tasks _________________________________________________37

3.1 Public Involvement _____________________________________________37

3.1.1 Community Awareness Plan ______________________________________37

3.1.2 Notifications ___________________________________________________38

3.1.3 Preparing Mailing Lists __________________________________________42

3.1.4 Median Modification Letters ______________________________________45

3.1.5 Driveway Modification Letters ____________________________________45

3.1.6 Newsletters ____________________________________________________45

3.1.7 Renderings and Fly-Throughs _____________________________________45

3.1.8 PowerPoint Presentations _________________________________________45

3.1.9 Public Meeting Preparations ______________________________________46

3.1.10 Public Meeting Attendance and Follow-up ___________________________48

3.1.11 Other Agency Meetings __________________________________________49

3.1.12 Web Site ______________________________________________________49

3.2 Joint Project Agreements _________________________________________50

3.3 Specifications & Estimates _______________________________________50

3.4 Contract Maintenance and Project Documentation _____________________52

ADVERTISEMENT A-3 FPID: 220960-2-32-05

3.5 Value Engineering (Multi-Discipline Team) Review (N/A) ______________52

3.6 Prime Consultant Project Manager Meetings _________________________52

3.7 Plans Update __________________________________________________52

3.8 Post-Design Services ____________________________________________53

3.9 Digital Delivery ________________________________________________54

3.10 Risk Assessment Workshop (N/A) _________________________________55

3.11 Railroad, Transit and/or Airport Coordination (N/A) ___________________55

3.12 Landscape and Existing Vegetation Coordination (N/A) ________________55

3.13 Other Project General Tasks ______________________________________55

4 ROADWAY ANALYSIS ______________________________________________55

4.1 Typical Section Package _________________________________________55

4.2 Pavement Type Selection Report (N/A) _____________________________55

4.3 Pavement Design Package ________________________________________55

4.4 Cross-Slope Analysis ____________________________________________55

4.5 Safety Analysis ________________________________________________56

4.6 Design Analysis ________________________________________________56

4.7 Operational Analysis ____________________________________________56

4.8 Design Reports _________________________________________________56

4.9 Design Variations and Exceptions __________________________________56

4.10 Master Design File Setup & Maintenance, Model Management Plan _______56

4.11 Horizontal/Vertical Master Design Files _____________________________57

4.12 Temporary Traffic Control Plan (TTCP) Analysis and Master Design Files _57

4.13 Utility Data Collection and Analysis ________________________________59

4.14 Roadway Quantities for EQ Report _________________________________59

4.15 Cost Estimate __________________________________________________59

4.16 Technical or Modified Special Provisions ____________________________59

4.17 Other Roadway Tasks ___________________________________________59

4.18 Quality Assurance/Quality Control _________________________________59

4.19 Supervision ____________________________________________________60

4.20 Roadway Meetings ______________________________________________60

4.21 Field Reviews __________________________________________________61

4.22 Coordination ___________________________________________________61

5 ROADWAY PLANS _________________________________________________61

5.1 Key Sheet & Signature Sheet ______________________________________61

5.2 Typical Section Sheets ___________________________________________61

5.3 Cross Slope Correction Details ____________________________________61

5.4 General Notes/Pay Item Notes _____________________________________61

5.5 Project Layout/Model Management _________________________________61

5.6 Plan View (Plan Sheets) __________________________________________61

5.7 Profile View (Plan Sheets) ________________________________________61

5.8 Special Profiles_________________________________________________61

5.9 Sidewalk Profiles _______________________________________________61

5.10 Interchange Layout Sheet _________________________________________61

5.11 Details _______________________________________________________61

5.12 Soil Survey Sheets ______________________________________________61

ADVERTISEMENT A-4 FPID: 220960-2-32-05

5.13 Cross Sections _________________________________________________62

5.14 Temporary Traffic Control Plans ___________________________________62

5.15 Utility Adjustment Sheets ________________________________________62

5.16 Project Control Sheets ___________________________________________62

5.17 Utility Verification Data (SUE) ____________________________________62

5.18 Quality Assurance/Quality Control _________________________________62

5.19 Supervision ____________________________________________________62

6a DRAINAGE ANALYSIS…